Editing Employee Name Data (including Preferred Name)
Purpose: Use this document as a reference for editing employee Preferred name data in the Travel and Expenses profile within ctcLink.
Audience: Finance and Business Office staff.
You must have at least one of these local college managed security roles:
- ZZ Expenses User Admin
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Due to a new HCM>FSCM Oracle sync Issue, any updates to the name fields in HCM (including adding new hires) will result in blank name fields in the FSCM>Expenses Employee Profiles. Corrections to the profiles will need to be made manually. The Blank fields will need to be populated before you are able to save any other EX Profile updates. We are working with Oracle on a solution.
Editing Employee Name Data (including Preferred Name)
Navigation: Travel and Expenses > Manage Employee Information > Update Employee Detail
- Enter the desired information into the Search by field.
- Select the Search button.
- Select the Employee Data tab.
- The Last Name and First Name Fields should contain the employee's legal name. Fill them in if they are blank. (The legal First and Last name should be displayed in an un-editable section on the top left side of the page. If your employee has a Preferred name they use, add it in to the Preferred First Name field and Preferred Last Name fields (Preferred Last Name field is not necessary to populate if employee is using their legal last name.) These files populate the Classic Expense Pages (The legal last name field will be pulled in if there is not a value).
- If your employee has a Preferred name they use, add it in to the Preferred First Name field and Preferred Last Name fields (Preferred Last Name field is not necessary to populate if employee is using their legal last name.) These files populate the Classic Expense Pages (The legal last name field will be pulled in if there is not a value)
- The Display Name field is requried. Populate this with either the Legal First and Last Name, or the Preferred Name (Preferred First Preferred Last, or Preferred First Legal Last). (this field populates Fluid Expense pages).
- Scroll to the bottom of the page and select the Save button to save changes.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
Video Tutorial via Panopto
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