Purpose: This document sets forth requirements for maintaining and updating employee personal information.
References: Human Resources Procedures
PT. I: Change of Address, Phone, Name; Directory Services PT. IX: Terminating Employees
PT. II: Hiring Employees PT. X: Routing Approvals for PAR's and Position Requests
PT. III: Leave Accountability PT. XI: Time & Labor and Effort Reporting
PT. IV: Payroll Filing Procedures PT. XII: Work Study Earnings Procedures
PT. V: Payroll Verification PT. XIII: PeopleSoft HRMS Reports
PT. VI: Payroll Checks PT. XIV: Appendix/References
PT. VII: Payroll Reallocations PT. XV: Pending Time and Labor Process for Monthly Employees
PT. VIII: Personnel and Payroll Changes    
Review and Responsibility:
  • Responsible Party: Director, NSM Business Operations
  • Review: Every two years, on or before August 31
  • Director, NSM Business Operations - Fred McGhee
  • Dean, NSM - John Bear
  • Date of Dean's Approval: 09/01/2008

I. Change of Address, Phone, Name; Directory Services

  1. Logging into the P.A.S.S. employees and students may review and edit their personal information, including "Primary" and/or "preferred" name, address, phone numbers, emergency contact information and marital status. For a complete list of items that can be changed through P.A.S.S. go to Forms are no longer available for change of address, telephone number, and email address.
  2. Name changes must be made in person at the HR department with proper documentation, such as an official marriage license, official adoption documents, official court order name-change documents, etc.
  3. Social Security Number updates or changes must also be done in person at the HR department with proper documentation.
  4. At a minimum of once per month, the DBA or payroll staff will run the Change Report which consists of name, address, telephone number, and e-mail address; for faculty, staff, and students in their departments and keep the information in a secure place for contacting employees. Path for Change Report -- - HR & Campus Solutions 8.9 - UHS HRMS HR - Reports - Change Report.
  5. At a minimum of once per year and before W2's are due, payroll staff will remind employees via the departmental list server to update their information in the P.A.S.S. system.
  6. New employees must complete in the department, a job data form containing directory information only (name, address, telephone number, and e-mail address).

Continue to PT. II: Hiring Employees...