Adding/Updating Additional Names

Purpose: Use this document as a reference for adding additional names, such as Preferred Name, in ctcLink.
When adding a Preferred Name in the Modifying a Person transaction, continue with this procedure to enter the Preferred Name to the Additional Name pages. By doing so, the Preferred Name will display in the CS Pillar.

NOTE: This Quick Reference Guide (QRG) includes information for Preferred Name transactions resulting from the Preferred Name Project implementation entered into ctcLink beginning 4/13/2023.

Audience: HR Administrators

You must have at least one of these local college managed security roles:

  • ZC HR Employee Maintenance
  • ZD HR Central Config VW
  • ZD HR Employee Maintenance VW
  • ZD HR Inquiry
  • ZZ HR Employee Maintenance
  • ZZ SS Workforce Administrator

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

A person record must exist for the individual receiving the name modification in order to proceed with this process.  See QRG:  9.2 Add a Person.

Navigation: Workforce Administration > Personal Information > Biographical > Additional Names

  1. On the Additional Names search page, the Find an Existing Value tab displays.
  2. Enter the Empl ID.
  3. Select the Search button.
  4. The Additional Names page displays.
  5. The first record displayed will be the Primary Name.
  6. Select the plus sign [+] to add a new row.

NOTE:  When viewing the Type of Name options, the Primary name type is not available. Updates to the Primary Name of an individual should be done in the personal data in the Modify a Person component.

The First Name and Last Name are the Legal Name(s) for the employee as verified by their driver’s license, government issued ID, or birth certificate. The Legal Name(s) will show on legal documents/screens such as Payroll and Tax information.

Select the View Name History link in the Primary row to view any historical name data for this person.

  1. On the new row, select the Preferred Name from the drop-down menu.  As this is an example to add a preferred name.
  2. Select the Add Name Data link.
  1. Once on the Name History page, the Type of Name = Preferred, displays.
  2. Enter the appropriate Effective Date.
  3. The Status will default to Active, change if needed.
    • Options are Active or Inactive.
  4. The Name Format defaults to English.
  5. Select the Edit Name link to enter the preferred (new) name.
Name History page for Effective Date and Status.
  1. The Name page displays.
  2. Enter/Select the Name Prefix, if applicable.
  3. Enter the First Name, required field.
    This needs to be the same as the Preferred First Name in order to show in the CS Pillar.
    If you enter the legal name in the First and Last Name fields, even though the Name Type is Preferred, it will be what shows in the CS Pillar.
  4. Enter the Middle Name, if applicable.
  5. Enter the Last Name, required field.
    This needs to be the same as the Preferred Last Name in order to show in the CS Pillar.
  6. Enter/Select the Name Suffix, if applicable.
  7. Enter the Preferred First Name. (This should be the same as First Name.)
  8. Enter the Preferred Last Name. (This should be the same as Last Name.)
  9. Select the Refresh Name button to populate the Display Name, Formal Name, and Name fields.
  10. Select the OK button to return.
  11. The Name History page displays.
  12. Verify that all the data is accurate.
  13. Select the OK button.
  14. The Additional Names page displays.
  15. Select the Save button to record the addition.

Process complete.

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Adding /Updating Additional Names. This link will open in a new tab/window.


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