(Classic) Reviewing and Updating Personal Information

These topics provide an overview of reviewing and updating personal information and list the pages that are used to review and update personal information.

Note: This feature has been replaced by Personal Details in Fluid. For more information, see (Fluid) Reviewing and Updating Personal Information.

Page Name

Definition Name

Usage

Personal Information Summary Page

HR_EE_PERS_INFO

Employees view a summary of and are able to change their personal information in the PeopleSoft database. When the Allow Employee to Upload Photo option is enabled on the Installation Table - HCM Options Page, the Update Photo link enables you to change photo display options. For more information on uploading your own photo, see Select Photo Page.

Available fields for an employee may vary by country.

Address Change Page

HR_HOME_MAILING

Initiate the address change request.

You can enter only current or future effective-dated address changes to avoid processing issues with benefits and payroll.

Address Change - Submit Page

FE_ADDRESS_STS

Confirms that the request was submitted.

Disability - Voluntary Self-Identification of Disability

HR_DISABILITY

Employees use this self-service page to complete and file Form CC-305 disability data electronically.

When the employee submits the Voluntary Self-Identification of Disability page, the system tracks and stores the data (employee’s name, user ID, date of submission, and response regarding disability) in the Section 503 Disability group box on the Disability page in the Personal Information - Disability component.

Email Addresses Page

HR_EMAIL_ADDRESSES

Employees view, add, change, and delete email addresses in the PeopleSoft database. Employees can view business emails, if available, but cannot add, change, or delete business email addresses; only the system administrator can do this.

Emergency Contacts Page

HR_EMERGENCY_CNTCT

Employees view, add, change, and delete emergency contact information in the PeopleSoft database.

Emergency Contact Detail Page

HR_EMERG_CNTCT_DET

View, add, and change emergency contact address and telephone information.

Ethnic Groups Page

HR_ETHNIC_GROUPS

Employees self-identify their ethnic groups by adding data to the Ethnic Groups grid.

Non-U.S. employees always see this version of the Ethnic Groups page, but U.S. employees see this version only if the Two-Question Format (Ethnicity) check box on the Installation Table - Country Specific page is not selected.

Ethnic Groups (USA) Page

HR_ETHNIC_GROUPS2

U.S. Employees self-identify their ethnic groups by answering two questions about their race and ethnicity.

U.S. employees see this version of the Ethnic Groups page only if the Two-Question Format (Ethnicity) check box on the Installation Table - Country Specific page is selected.

Home and Mailing Address Page

HR_HOME_MAILING

Employees view and change home and mailing addresses in the PeopleSoft database.

(Employee) Employment Eligibility Verification Page, Section 1. Employee Information and Attestation

HR_I9_EE

(Employee) Complete the Section 1: Employee Information and Attestation section for self identification and employment authorization for Form I-9.

If you are a person that assisted the employee in the completion of the Form I-9 information, enter your name and address in the Preparer and/or Translator Certification section of this page.

Instant Message IDs Page

HR_IM_CHAT_IDS

Add or update your own instant message IDs through the self-service pages. When you save this page, the system updates the Contact Information page for personal data in HR.

Managers can view the instant message IDs through the manager self-service pages for their employees.

Marital Start Page

W3EB_MARR_START

Employees view current marital status and can begin the process to request a change to marital status in the PeopleSoft database.

Marital Status Change Page

HR_EE_MAR_STATUS

Employees view current marital status and submit a request to change marital status in the PeopleSoft database.

Marital Status Change (USF) Page

FE_MARITAL

Submit a marital status change.

Marital Status Change Page

FE_MARITAL_STS

Confirms that the request was submitted.

Name Change Page

HR_EE_NAME

Employees submit a name change request.

(USA) All name changes for USA employees must match the name provided on their social security card.

Name Change USF Page

FE_EE_NAME

Federal employees submit a name change request.

Name Change USF Page

FE_EE_NAME_STS

Confirms that the request was submitted.

Phone Numbers Page

HR_PERSONAL_PHONE

Employees view, add, change, and delete personal phone numbers in the PeopleSoft database.

Phone Number (USF) Page

FE_EE_PHONE_CHG

Submit a phone number change.

Save Confirmation Page

EO_SAVE_CONFIRM

Confirm that the phone number change was saved.

PeopleSoft delivers the following transactions that enable employees to view, add, change, and delete personal information in the PeopleSoft database.

Commercial

Federal

Personal Information Summary

Personal Information Summary

Complete and Submit I-9 Form

Address Change

Disability

Email Addresses

Email Addresses

Emergency Contacts

Emergency Contacts

Ethnic Groups

Ethnic Groups

Marital Status

Home and Mailing Address

Name Change

Instant Message IDs

Phone Number Change

Marital Status

Name Change

Phone Numbers

The following transactions can be configured to automatically update the database and send notifications to the administrator:

  • Name change

  • Marital status change

  • Address change

If workflow is activated, when a user performs one of these transactions, the system automatically routes the transaction request to the appropriate person for approval. Updating your personal information becomes a two-step process:

  1. The employee submits the change request.

  2. The administrator finalizes the change request.

(USF) When the request has been submitted, employees can review the status of the change requests that they have submitted.

Employees use the Employment Eligibility Verification page (HR_I9_EE), Section 1: Employee Information and Attestation to complete self identification and employment authorization for Form I-9. If you are a person that assisted the employee in the completion of the Form I-9 information, enter your the name and address in the Preparer and/or Translator Certification section of this page.

Navigation:

Self Service > Personal Information > Form I-9 > Employment Eligibility Verification

This example illustrates the fields and controls on the Employment Eligibility Verification page, Section 1. Employee Information and Attestation (1 of 3).

Employment Eligibility Verification page, Section 1 (1 of 3)

This example illustrates the fields and controls on the Employment Eligibility Verification page, Section 1. Employee Information and Attestation (2 of 3).

Employment Eligibility Verification page, Section 1 (2 of 3)

This example illustrates a portion of the fields and controls on the Employment Eligibility Verification page, Supplement A, Preparer and/or Translator Certification for Section 1 (3 of 3). Although not shown here, you can add up to four preparers and/or translators.

Employment Eligibility Verification page: Preparer and/or Translator Certification for Section 1

Employees, preparers, or translators use this page to complete and submit the Section 1 information of the Form I-9 for the employee. Employees can complete and submit more than one Form I-9 but cannot modify the Form I-9 after submission and can view the most recent submission only.

Fields and links on this page are editable only when you are entering or completing a Form I-9. If the Form I-9 has been submitted into the system, this page is display only but contains a link to the I-9 instructions for the employee. However, if the form has already been completed and submitted, the page displays a Select button that you select to open up the fields and complete a new form.

Note: The information you enter on this page is for I-9 purposes only and does not update other HR data stored in the system.

Field or Control

Description

Start Over button

Select this button to clear all the fields on this page and start over.

Instructions link

Click this link to open a new browser window that contains a PDF of the instructions for completing the Form I-9.

Select

This button is available when you have already submitted I-9 verification data.

Select this button to enable the page for data entry and submit a new Form I-9.

Section 1. Employee Information And Attestation

Use this section to enter the employee’s name, address, birth date, U.S. social security number, and contact information.

Field or Control

Description

Other Last Names Used (if any)

Enter the maiden or other names, if applicable. When more than one name exists, separate the names by a semicolon (;).

Employee’s E-mail Address and Employee’s Telephone Number

Enter the appropriate contact information.

Citizenship or immigration status group box

Select the option for your eligibility type. You must select one of the options and provide any additional data that is associated with the selected option. Options are:

  1. A citizen of the United States: Select this option if you are a citizen of the United States.

  2. A noncitizen national of the United States (See Instructions): Select this option if you are a noncitizen national of the United States.

  3. A lawful permanent resident: Select this option if you are a conditional resident and have received legal permanent residency in the United States.

    By selecting this option, the (Enter USCIS or A- Number.) field within this group box becomes available for entry.

  4. A noncitizen (other than item Numbers 2. and 3. above) authorized to work until (exp. date, if any): Select this option when you are noncitizen but have been granted authorization to work in the United States and enter the date that your employment authorization expires, if any.

    By selecting this option, the remaining fields within this group box become available for entry.

    Note: Noncitizens authorized to work must enter one of the following to complete Section 1:

    1. USCIS A-Number

    2. Form I-94 Admission Number

    3. Foreign Passport Number and the Country of Issuance

(Enter USCIS or A-Number.)

Enter your lawful permanent resident number or USCIS number. This field is mandatory if you select the option stating that you are a lawful permanent resident.

until (expiration date, if applicable, mm/dd/yyyy) (month/day/year)

This field is available when you select that you are an noncitizen authorized to work.

Enter the date until which you are authorized to work. There are certain types of work authorizations that do not expire - e.g. refugees or asylees. Therefore, if the expiration date does not apply, leave this field blank.

Note: The printed form will display N/A in this field when the value is left blank.

Field or Control

Description

Signature of Employee

Select a signature type. Options include:

  • <employee’s name>: The name is derived from the values entered in the Last Name, First Name, and Middle Initial fields.

  • Minor Under Age 18

  • Special Placement

Supplement A, Preparer and/or Translator Certification

The system requires this information only if you selected Minor Under Age 18 or Special Placement in the Signature of Employee field.

Note: This section must be completed if any preparer and/or translator assists an employee in completing Section 1 of Form I-9. You can add up to four preparers and/or translators.

Field or Control

Description

Signature of Preparer of Translator

Enter the preparer's signature.

Last Name (Family Name) and First Name (Given Name)

Enter the preparer's first and last name in these fields. These fields are required.

Address (Street Number and Name), City or Town, State, and Zip Code

Enter the preparer's address information in these fields. These fields are required.

Submit button

Select this button to save and submit this form, trigger appropriate workflow notifications to the administrator, and generate the confirmation page.

When you select this button, the system will prompt you to perform a check. Select Yes to perform the check.