Personal Data Form Help General Use of the PDF

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Personal Data Form Help General Use of the PDF Powered By Docstoc
					Personal Data Form Help




General Use of the PDF

This section explains how to use and complete the form entitled PDF - Personal Data
Form. The purpose of the PDF is to maintain current personal data on an individual
employee.


General Concepts and Terminology


The online version for the PDF contains the employee’s UCID (M#), Name, Check Mail
Location (information provided to HR Service Center for the employee’s mail location to
mail the check or check stub), Home Address, Gender, Date of Birth, Taxing City of
Residence, School District of Residence, and Visa information (if applicable).

It is important that this information be gathered on all employees and forwarded
immediately to the HR Service Center. Missing data on an employee’s file distorts
reports for internal and external agencies. Benefit programs may also be affected.

When the first employee record is completed in UCFlex from the New Hire Process, the
employee can maintain his or her own information using the Employee Self Service.
Periodically, the employee should review and update their information so that accurate
data is available for a variety of uses.

                 PDF - Instructions for Completion of the Form
When to use the PDF

1. The first employee record is created by the Human Resources Service Center from
   initial data supplied in the new hire process. Following the initial appointment, it is
   necessary to update this information as soon as possible.

2. The employees are able to update their information using the UCFlex Employee Self
   Service.

3. The online version of the PDF is available for those employees who are not
   authorized to use the UCFlex Employee Self Service.

All data submitted on the PDF should be typed in the text boxes provided on the
online form. .
Personal Data Form Help




Item                      Instructions

Date                      Enter the date the PDF is being completed in the space
                          provided at the top of the form.

UCID                      If the employee is not sure of his/her UCID, please visit
                          the link: https://www.uc.edu/UCID/Lookup.aspx. The
                          UCID is used as identification for many of the University
                          systems.

Name                      Enter any changes to the employee's name in the
                          following format: LAST NAME, the FIRST NAME and
                          MIDDLE INITIAL.

Prefix                    Enter the prefix the employee desires (e.g., Mr., Mrs., Ms.,
                          Dr., etc.).

Suffix                    If applicable, enter the suffix which the employee wishes
                          to use (e.g., Jr., III, M.D., Ph.D.).

Street                    Enter any changes to the employee's street address.
                          Enter the house number and/or apartment number and
                          street or route of the employee's current residence.

City                      Enter the name of the city in which the employee resides.

State                     Enter the standard two-letter abbreviation of the State in
                          which the employee resides (e.g., OH-Ohio, KY-Kentucky,
                          IN-Indiana). A drop down list is provided for your
                          convenience.

Zip                       Enter the post office zip code for the employee's
                          residence.



Home Phone                Enter the employee's home telephone number in the
                          following format: 3-digit area code, 3-digit exchange and
                          4-digit number (e.g., 513-721-1700).

UNL                       Enter "Y" if the employee's home phone number is an
                          unlisted number.
Personal Data Form Help




Taxing City of            Enter any changes to the employee's Taxing City of
Residence/Code            Residence by indicating the tax entity number (4 digits)
                          and name in the shaded area. For valid tax entity
                          numbers, see the section later in this manual entitled
                          Local Taxing Entities.

School District of        Enter any changes to the employee's School District of
Residence/Code            Residence by indicating the tax entity number (4 digits)
                          and name in the shaded area. For valid tax entity
                          numbers, see the section later in this manual entitled
                          Local Taxing Entities.

Emergency Contact/        Enter the full name of the person who should be notified in
Relationship              case of an emergency involving the employee and their
                          relationship.

Emergency Contact         Enter the full telephone number of the person to be
Phone No.                 contacted in case of an emergency involving the
                          employee. Use the following format: 3-digit area code,
                          3-digit exchange, 4-digit number (e.g., 513-721-1700).

Work Phone                Enter the full telephone number at which the employee
                          can be contacted during the employee's working hours at
                          the University. Use the following format: 3-digit exchange
                          and 4-digit number (e.g., 475-6603).

Gender                    Enter M (Male) or F (Female).

Birthdate                 Enter the employee's date of birth in numbers - month,
                          day and year (e.g., 1-10-46).



Ethnicity                 Please enter the value from the drop down list provided
                          on the form. This information is used by our Office of
                          Equal Opportunity for reporting purposes.
Location of birth         Enter the name of the State or foreign country in which
                          the employee was born.

MIL                       If applicable, enter the proper one-letter code that
                          identifies the military status of this employee. Codes are
                          found on the back of the PDF.
Personal Data Form Help




Referral Source                 Enter the one-letter code which best identifies the referral
                                source which led to employment with the University.
                                Codes are found on the back of the PDF.

VISA Type/Exp. Dt.              If applicable, enter the proper two-character alphanumeric
                                code to indicate the type of visa under which visitation in
                                the United States was granted. Also enter the expiration
                                date of the visa. Codes are found on the back of the PDF.

Country of Residency            If applicable, enter the name of the country of residency if
                                other than the United States.

Education                Data: Enter the 2-digit numeric code which shows the highest
Level/Year                     education level attained by the employee. Also enter the
                               year in which the highest degree was earned. Codes are
                               found on the back of the PDF.

Highest Degree/Year             Enter the title of the degree earned and year earned.

Name of Institution of          If applicable, enter the name of the college or university at
Highest Degree                  which the employee's highest academic degree was
                                earned.

Program or Major                If applicable, enter the name of the major of the highest
                                degree earned.

First Degree Location           Enter the name of the state or foreign country where the
                                first degree was earned.

Year First Degree Earned        Enter the year the first degree was earned.

Instructional Program           Enter the name of the current field of instruction.
(Faculty Only)