Personal and Job Data Usage

Personal data includes a payee's name and address, as well as demographic information, such as birth date, sex, and marital status. This is data that does not change based on a person's role in the organization. Most importantly, the personal data record is where you assign people their employee IDs, which are their permanent and unique identifiers.

When you use Human Resources to track retired employees, you continue to use the same personal data record. This makes sense because the data does not change just because an employee retires. This means that you track retirees using the same employee IDs they had as employees.

When you set up beneficiaries and QDRO alternate payees, an employee ID may not exist. In this case, you have to create a personal data record as part of the process of setting up the payee.

Important:

You cannot use Human Resources to change the personal data for beneficiaries and QDRO alternate payees. Instead, you must use Pension Administration to change their data.

Job data describes an employee's role in the organization. In addition to the actual job code, the job record contains information on the employee's company, department, location, salary, benefit program, and other similar information. The job record is effective-dated so that you can track this information over time. Employees can even have multiple concurrent jobs for the same company. In this case, the employee is said to have multiple job records. For example, if Barbara is simultaneously a professor of engineering and dean of the engineering school, she has two jobs and two job records. PeopleSoft uses the Rcd# (record number or job number) field to identify the separate jobs.

When you use Human Resources to track pension payees—that is retirees, beneficiaries, and QDRO alternate payees—you give a payee a "job" as a retiree. The retiree job is a concurrent job. For example, if Earl retires from his job assembling widgets, he has two job records: one as a widget assembler, another as a retiree.

WARNING:

You must turn on the Human Resources multijob setting in order to administer pension payees.