Human Resources: Transaction Process for Personal Data

Transaction Process for Personal Data

Definition: Go to Personal Data to update an employee's name and address information, home department, phone, email, personal profile (student status, highest education level), identity (country of citizenship, US citizenship status, social security number, military status, disabled status), eligibility (BELI, I9 verification, patent acknowledgment, state oath, PIN authorization), and immigration status (status code, work authorization).

* = Required Field

Go to Home>Administer Workforce>Administer Workforce (GBL)>Use. From the Use Menu, click Personal Data.
1. On the Personal Data search criteria page, type in the Employee ID or Last Name and click Search (or press Enter).
2. If a list of employees is displayed, click the employee ID or name of the employee you are updating. If there are no matching values, review your criteria and change it, as appropriate.

Personal Data

Update or correct name information, as appropriate, on the Name History page. Click the + button to insert a row.
1. Effective Date defaults to the current date. Type in the Effective Date* of the name change (MM/DD/YY) or use the calendar feature to select a date.
2. Make changes as necessary to name information if the individual provides evidence that the change has already been made with the Social Security Administration. Type in First Name, Middle Name, and Last Name* as it appears on the Social Security card.
  Note: Enter names with initial capital letter, and the rest lower case. Do not use ALL CAPS.
3. Click the Refresh the Name Field button to display the Name at the bottom of the page formatted with Last Name, then First Name and Middle Name.
4. Go to the Address tab.
Update or correct information, as appropriate, on the Address History page.
1. Effective Date defaults to the current date. Type in the Effective Date* of the address change (MM/DD/YY) or use the calendar feature to select a date.
2. Country defaults to USA. Change country if this is a foreign address, and the address format will reconfigure for the country indicated. Click the Magnifying Glass to lookup the 3-character code. Use the Description field on the lookup to enter the name or first few letters of a country to look up the correct country code. Note: The country code list is in alphabetical sequence by code.
3. Type in Address Line 1*, City*, County, State*, and Zipcode*. If the address is longer than 30 characters, use Address Line 2 to enter apartment number.
  - Do not use campus box numbers for the home address.
Note: Address Line 1, Address Line 2, City, and County should be entered with initial capital letter, and the rest lower case. Do not use ALL CAPS.
1. In the Campus Address section, type in a new Home Department code* if appropriate, and tab out. Address will default to the mailing address assigned to this department. Select Paycheck Code* from the drop down list. If Paycheck Code is "Hold for Pickup," indicate Pickup Code.
2. In the Phones section, review and update as necessary. You do not need to format the number, the system will do it for you when you tab out. If there are multiple phone numbers, click the + button to add the next number.
3. In the Email Addresses section, review and update as necessary. If there are multiple email types, click the + button to add the next email address.
  Note: Email Type and Email Address are necessary to receive workflow messages.
4. Go to the Personal Profile tab.
Update or correct information, as appropriate, on the Personal Profile page.
1. Update Student Status* if it has changed.

1-Not Registered
2-Not Registered-Degree Candidate
3-Undergraduate
4-Graduate
5-Not Registered Degree Candidate Other Campus
6-Undergraduate/Other Campus
7-Graduate/Other Campus

If Student Status is "5-Not Registered Degree Candidate Other Campus" or "6-Undergraduate Other Campus," Registered Units opens up for you to put in the number of units the employee is taking at the other campus.
Note: Student Status of "1-Not Registered," "2-Not Registered Degree Candidate," or "5-Not Registered Degree Candidate Other Campus" cannot be used with Appointment Type "4-Casual/Restricted."

Update Highest Education Level, as appropriate (* for Academics, OPT for Staff).
Go to the Identity tab.

Update or correct information, as appropriate, on the Identity page. Only change Country of Citizenship/Perm Legal Residence, US Citizenship Status, and Social Security Number if the individual provides evidence that the change has been made with the appropriate authorities.
1. Change the Country of Citizenship/Perm Legal Residence* code, as appropriate. Click the Magnifying Glass to lookup the 3-character code. Use the Description field on the lookup to enter the name or first few letters of a country to look up the correct country code.
  Note: The list is in alphabetical sequence by code.
2. Change the US Citizenship Status* code, as appropriate. Click the Magnifying Glass to lookup the code.
  - A - Nonresident Alien from Canada, Japan, Mexico, or South Korea
  - C - U.S. Citizen
  - N - Nonresident Alien
  - P - Pending Permanent Resident
  - R - Resident Alien
  - S - Nonresident Alien Student from India
  Do NOT use the following four codes. They are for Central Office Use Only.
  - E - Exempt Status for Tax Treaty
  - F - Resident Alien FICA Only-No Federal Tax Withholding
  - T - Resident Tax Status
  - X - Nonresident Alien Living and Working Outside the United States
If you think an employee is eligible for special taxation (codes "E," "F," or "T") set the code to "N" and forward the documentation (Form 8233, Tax Treaty article, and Statement of Citizenship and Federal Tax Status) to OHR Data Services for review. OHR Data Services or Payroll will update the code if appropriate.
Note: You must complete the Immigration Status page for any employee who is NOT a U.S. Citizen (US Citizenship Status code other than "C").
Note: If you think employee is eligible for special taxation (US Citizenship Status code is "E," "F," or "T"), set the code to "N." Forward the documentation (Form 8233, Tax Treaty article, and Statement of Citizenship and Federal Tax Status) to the Payroll Office for review. Payroll will update the code if appropriate.
1. Correct the Social Security Number*, as appropriate. The system formats the number when you tab out.
2. Correct Birthdate* (MM/DD/YY), as appropriate. Use the calendar feature to select the date.
3. Correct Gender* or Ethnic Group*, as appropriate. Obtain Ethnic Group from the Demographic Data Transmittal form (U5605).
4. If applicable, update Military Status, and change status for Disabled or Disabled Veteran. Obtain these from the Demographic Data Transmittal form (U5605).
5. If applicable, type in the Recently Separated Veteran Date for a veteran who separated from the military within one year of their UCB hire date (MM/DD/YY), or use the calendar feature to select a date.
6. Go to the Eligibility tab.
Update or correct information, as appropriate, on the Eligibility page.
1. Tab to BELI Code* and select the appropriate BELI (Benefits Eligibility Level Indicator).
  - 1-Career
  - 2-Limited Career (Minimum 50% appointment for 12 months or more)
  - 3-Limited Career (100% for 3 months or more)
  - 4-CORE
  - 5-Not Eligible
  Tab to Effective Date and type in the effective date or use the calendar feature to select a date. For criteria, refer to chart at: http://hrweb.berkeley.edu/benefits/eligibilitychart.htm
2. Select the Primary and Secondary Status Qualifier Codes, if applicable, and type in the Effective Date or use the calendar feature to select a date. For criteria, refer to chart in the following: http://hrweb.berkeley.edu/guide/benefits.htm#Eligibility
3. Update, as appropriate, dates from the completed forms for I9 Verification*, Patent Acknowledgment*, and State Oath* (US citizens only).
  Note: Submit the original documents to OHR Data Services and keep a copy for your department.
4. Go to the Immigration Status tab.
Update or correct information, as appropriate, on the Immigration Status page.
Note: Refer to the Services for International Students and Scholars (SISS) website for immigration information: http://www.ias.berkeley.edu/siss/immigration/index.html
1. Click the + button to insert a row.
2. Accept the default Effective Date (MM/DD/YY), or type in the date of the Immigration Status code change if known.
3. Type in the employee's Immigration Status or click the Magnifying Glass to lookup a code. Immigration Status is designated on Form I-94 (also called a "Departure Record").
  Note: If US Citizenship Status was changed to "C" (US Citizen), select Immigration Status of "NC" (Naturalized Citizen).
4. Type in the code or click the Magnifying Glass to lookup a code for the Work Authorization Document used to verify eligibility to work. Leave blank if Immigration status is "NC" (Naturalized Citizen). Refer to the following information about supporting documents required for non-US citizens:
  - Non-Citizen Supporting Document Checklist
  - SISS Reference on Immigration Status, Employment Eligibility, and Supporting documents at:
    http://www.ias.berkeley.edu/siss/immigration/general/immstat&workeligibility7-17-02.doc
  Note: As applicable, submit photocopies of that document, the I-94, and the "Statement of Citizenship and Federal Tax Status" along with all other necessary documents to the appropriate University Offices.
5. Type the date specified on the Work Authorization Document in Valid End Date (MM/DD/YY) of the Immigration Status or use the calendar feature to select a date. Refer to:
Note: If appropriate, please enter SEVIS ID#.
1. Indicate whether the Visa Document Issuer is "UC Berkeley" or "Other organization."
2. Indicate whether Proof of Outside Health Coverage is required (Yes) or not (No). Refer to the Payroll website for specific information about health insurance for foreign employees: http://fbs.berkeley.edu/PAYROLL/health.htm
3. If proof of outside health coverage is required, type the date the health insurance expires in Health Coverage Expiration Date or use the calendar to select a date. An error message when you save may indicate that proof of outside health coverage is required, and you will need to enter a date from the employee's health insurance documentation. (The error is based on BELI code, student status, and immigration status).
  Note: Submit health insurance documentation to OHR Data Services and keep copies for your department.
Click Save to save personal data changes.

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