Setting up an employee's personal information record

Shortcut/Mask: HREMPR

You use the Personal Information window to set up or change the employee's personal information such as family member and dependent information, emergency contact, immigration and naturalization (I9) information, general information, and family medical leave information.

The Personal Information window contains the following tabs:

• General
• Notes
• Additional Addresses
• I9 Tracking
• Leave Info
• FMLA Tracking

Complete the following steps to set up employee personal information.

1. Open the window by typing HREMPR in the Search field

2. Select Add (+).

   Note: To change the defaults for an existing record, select the employee ID you want to work with in the Records section.

   Tip: Select Search to locate the employee's record.

3. View the following fields on the window header:

   Note: The window header consists of information from the Employee Master window. An employee must be previously defined in the Employee Master before you can create records on this window. All the header fields are read only. However, the fields are enabled when in the Search mode for use as search criteria.

   • Entity: Indicates the employee's entity ID from the Employee Master record. The entity code is used to identify security clearance.
   • Employee ID: Indicates the employee's ID number from the Employee Master record. This is the primary identifier for an employee throughout Human Resources (HR) and Payroll.
   • SSN: Indicates the employee's Social Security number from the Employee Master record.
   • Name: Indicates the employee's name from the Employee Master record. This is system-derived based on the employee ID.
   • Type: Indicates the employee's type from the Employee Master record. This is system-derived based on the employee ID.
   • HR: Indicates the HR employment status code from the Employee Master record. This is system-derived based on the employee ID.

   • PY: Indicates the employee's Payroll status from the Employee Master record. This is system-derived based on the employee ID.

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4. The General tab stores emergency-related information such as contact names, relationships, telephone numbers, and extended notes.Complete the following fields on the General tab:

   • Action: Indicates the action or purpose for entering or modifying a record. 
   • Primary Contact: Indicate whether to use this entry as the primary contact. There may only be one entry identified as the primary contact for each employee.  
   • Contact: Enter the full name of the primary contact.
   • Relation: Indicate the relationship of the primary contact to the employee. 
   • Address: Enter the first line of the street address.   
   • Phone 1: Indicate the primary contact's phone code, number, and extension. 
   • Address 2: Enter the second line of the street address.   
   • Phone 2: Indicate the primary contact’s secondary phone code, number, and extension. 
   • City: Indicate the city. The value is derived based on the zip code.   
   • County: Indicate the county code associated with the entry. 
   • State: Indicate the state code associated with the entry.     

   • Zip: Enter the zip code and extension associated with the entry. 

     Note: Upon tabbing from the Address 2 field, the cursor is placed in the Zip field. The city and state associated with the zip code are populated automatically if there is a change in the zip code or if a new record is being added.

   • Primary Provider: Enter the primary insurance provider.  This field defaults to “Not Applicable” if the Primary Contact field is not selected.   
   • Phone: Enter the primary provider's phone code, number, and extension.    
   • Notes: Enter any notes associated with this entry.
   • Updated By: This field displays the ID of the user who last updated the record.

   • Updated: This field displays the date and time of the last update to the record.

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5. Complete the following fields on the Notes tab:

   • Action: Indicate the action or purpose for entering or modifying a record. 
   • Notes: Enter any notes associated with the entry. 
   • User ID: This field displays the ID of the user who last updated the record.

   • Updated: This field displays the date and time of the last update to the record.

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6. The Additional Addresses tab stores multiple addresses and phone numbers for an employee. This window contains two subtabs: the Address and PCN/Position Info and Additional /International Phones. Complete the following fields on the Additional Addresses tab:

   • Action: Indicate the action or purpose for entering or modifying a record. 
   • Address Tp: Indicate the type of address for the entry.  Each employee may only have one entry associated with an address type.  The primary address may be updated but not created on this window.  It is created on the HR Employee Master window. 
   • Public/Private: Indicate whether the address is public or private. If you publish a phone and address list, then an entry of "Private" indicates that the employee does not want that record included in the list. 
   • Beg/End Dt: Enter the effective dates of the address and work location entry.

7. Complete the following fields on the Address and PCN/Position Info tab:

   • PCN: Indicate the position control number used for budget checking purpose.   
   • Pos: Indicate the code value that defines what the employee who holds the position does.
   • Loc: Indicate the location code used for work, check distribution, business addresses, etc. Possible values are restricted to those defined in the Location Codes window.   
   • Address: Enter a street address with up to four lines.   
   • Phone 1-4: Enter up to four additional phone numbers associated with the entry. Each phone number field includes the phone code, number, and extension. 
   • City: Indicate the city associated with the entry. The value is derived based on the zip code but may be overridden.
   • County: Indicate the county code associated with the entry.    
   • State: Indicate the state code associated with the entry.  This value is derived based on the zip code but may be overridden. 
   • Country: Indicate the country code associated with the entry. 

   • Zip: Indicate the zip code and extension associated with the entry.

     Note: Upon tabbing from the last line of the Address field, the cursor is placed in the Zip field. The city and state associated with the zip code are populated automatically if there is a change in the zip code or if a new record is being added.

   • E-Mail: Enter an e-mail address associated with the entry.   
   • Notes: Enter any miscellaneous notes associated with the entry.   
   • Approval: Indicate whether the record is ready to send or has been sent to Payroll.  
   • Updated By: This field displays the ID of the user who last updated the record.
   • Updated: This field displays the date and time of the last update to the record.   

8. Complete the following fields on the Additional/International Phones tab:

   • Phone 5: Enter an additional or international phone code, number, and extension associated with the entry.
   • Phone 6: Enter an additional or international phone code, number, and extension associated with the entry.
   • Notes: Enter any miscellaneous notes associated with the entry.   
   • Approval: Indicate whether the record is ready to send or has been sent to Payroll.  
   • Updated By: This field displays the ID of the user who last updated the record.

   • Updated: This field displays the date and time of the last update to the record.

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9. Complete the following fields on the I9 Tracking tab:

   Note: Use the I9 Tracking tab to record and report immigration and naturalization information. The I9 “List” Codes for the HREMPR window are stored and created in the Common Codes (NUUPCD) window. To create codes for "List A", enter the Code Category of I9LA, the desired code number in the Code Value field, and then enter the description of the code in the Long Description field. To create codes for "List B", use a Code Category of I9LB. To create codes for "List C", use a Code Category of I9LC. After the codes are entered in the Common Code window, the codes should be immediately available in the HREMPR window. See the Common Codes guide for more information.

   • Action: Indicate the action or purpose for entering or modifying a record.  Possible values are restricted to those defined in the HR Non-Entity Specific Codes table.
   • List A: Indicate a valid code from the appropriate list. If the List A field is completed then the List B and List C fields may be left blank.  Otherwise, the List B and List C fields are both required.  Possible code values are restricted to those defined in the Static Codes table. 
   • Expiration Dt: Indicate the expiration date associated with List A.   
   • Document No: Enter the document number associated with List A.   
   • List B: Indicate a valid code from the appropriate list.  Possible code values are restricted to those defined in the Static Codes table.  If the List A field is left blank, this field is required. Otherwise, it is read only.
   • Expiration Dt: Indicate the expiration date associated with List B.
   •  Document No: Enter the document number associated with List B.   
   • List C: Indicate a valid code from the appropriate list. Possible code values are restricted to those defined in the Static Codes table.  If the List A field is left blank, this field is required. Otherwise, it is read only.
   • Expiration Dt: Indicate the expiration date associated with List C.   
   • Document No: Enter the document number associated with List C.   
   • Complete Dt: Enter the date that the I9 form was or will be completed.  The date will default to the current date if all pertinent lists are completed appropriately.   
   • St: Indicate the current status of the I9.  Possible code values are restricted to those defined in the Static Codes table.   
   • Extended Dt: Indicate the I9 extension date, if applicable. This field is used when an extended date is assigned by the government. Otherwise, it is left blank.   
   • Hire Dt: This field displays the hire date for the employee.   
   • Notes: Enter any miscellaneous notes associated with the entry.   
   • User ID: This field displays the ID of the user who last updated the record.

   • Updated: This field displays the date and time of the last update to the record.

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10. Use the Leave Info tab for tracking long term leaves of absence and should not be confused with tracking vacations or sick leave. Complete the following fields on the Leave Info tab:

    • Former Nm: Indicates the employee’s former name from the Employee Master record.   
    • Date of Birth: Indicates the employee's date of birth from the Employee Master record.   
    • Location: Indicates the employee's location from the Employee Master record.   
    • Division: Indicates the employee’s division from the Employee Master record.   
    • Bargaining Unit: Indicates the employee’s bargaining unit from the Employee Master record.   
    • Action: Indicate the action or purpose for entering or modifying a record.  Possible values are restricted to those defined in the HR Non-Entity Specific Codes table.   
    • Leave Cd: Indicate the leave code that best suits the reason why the leave of absence was granted.  Possible values are restricted to those defined on the Leave Codes window.
    • Leave Class: Enter the classification code that is desired.  The value specified in this field corresponds to the value contained in the first miscellaneous code on the Hour Definitions window.
    • Retain Benefits: Indicate whether the employee is to retain benefits while on leave.   
    • Approval Dt: Indicate when the request for leave was approved.   
    • Start/Estimate End Dates: Indicate the actual or estimated begin and end dates for the leave of absence.
    • Actual Return Dt: Indicate the actual return date from the leave of absence.   
    • Fiscal Yr: Enter the fiscal year associated with the leave. 
    • All PCN: Indicate whether the leave entries are applicable to all positions held by the employee.   
    • PCN: Indicate whether the position control number is associated with the leave record. 

    • Pos: Indicate whether the position is associated with the leave record. 

      Note: When a new record is initiated, the PCN and Position fields preset to the values on the current Pay Assignment window if one exists.  These values can be overridden to another current value if desired.  The selection is limited to the employee’s current pay assignments.

    • Misc: Enter any miscellaneous information in the two miscellaneous data fields.   
    • If Maternity Leave, Est DOB: If the reason for the leave of absence is maternity, indicate the estimated date of birth of the child.           
    • If Maternity Leave, Actual DOB: If the reason for the leave of absence is maternity, indicate the actual date of birth of the child.   
    • Notes: Enter any miscellaneous notes associated with the entry.   
    • User ID: This field displays the ID of the user who last updated the record.

    • Updated: This field displays the date and time of the last update to the record.

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11. Use the FMLA Tracking tab to record Family Medical Leave Act (FMLA) leaves of absence.  There is a maximum of one record per ID, fiscal year, and approved start date. You must enter the days per year and hours per day manually for each employee. Complete the following fields on the FMLA Tracking tab:

    • Action: Indicate the action or purpose for entering or modifying a record.  Possible values are restricted to those defined in the HR Non-Entity Specific Codes table.
    • Fiscal Yr: Indicate the fiscal year associated with the leave. Only one record per fiscal year is permitted for each employee.
    • Days/Year: Indicate the days per year the employee works. This figure is used to determine the total hours per year calculation.   
    • Hours/Day: Indicate the number of hours per day the employee works.  This figure is used to calculate the total hours per year calculation.   
    • Total Hours/YR: Indicates the total number of hours per year the employee works. This field is system-derived based on the days per year multiplied by the hours per day. 
    • Hire: Indicates the employee’s hire date from the Employee Master record.   
    • Leave Type: Select whether the leave of absence was continuous or intermittent. 
    • Override Day Calc: Indicate whether the total days used calculation is to be manually overridden.  If left blank, the system derives the total days used from the approved start and return dates and from the calendar.   
    • Approved Start Dt: Indicate when the FMLA leave of absence start date was approved.    
    • Approved Return Dt: Indicate when the FMLA leave of absence return date was approved.    
    • Calendar: Indicate the calendar code definition to be used in calculating the total days used if the Override Day Calc field is selected.   
    • Total Days Used: Indicate the total number of days used or absent. 
    • Leave Class: Enter the classification code that is desired. The value specified in this field corresponds to the value contained in the first miscellaneous code on the Hour Definitions window.
    • Misc: Enter any miscellaneous data associated with the entry.   
    • Total Days FMLA: Indicates the total number of FMLA leave of absence days used.  This field is system-derived based on adding the total days used values.    
    • Notes: Enter any miscellaneous notes associated with the entry.   
    • User ID: This field displays the ID of the user who last updated the record.

    • Updated: This field displays the date and time of the last update to the record.

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12. Select Save Changes.

Related Topics: 

• Setting up the employee master file (HREMEN)
• Updating family medical leave information (HREMFM)
• Setting coverage year dates (HREMCY)