Data Standards

Data Standards

Personal Data Update

Description: The Personal Data panels contain personal information about an employee, such as address, phone number, and marital status. These panels are used in the automated benefits administration process to determine benefits eligibility. Therefore, it is very important to update the panels based on changes to an employees personal information. Personal information is not effective-dated, so do not add a new row of data. Instead, delete current information from the field and enter the new information. Please refer to Administer Workforce/Plan Salaries CBT for more detailed information about Personal Data.

Last column refers to data interfaced with SHARP by the Regents institutions.

Menu Path: Go, Administer Workforce, Administer Workforce (U.S.), Use, Personal Data

Employee ID and Employee Record #- Online agencies must enter in search box; Regents must send in interface file. Incorrect data entry updates the wrong employee.

PERSONNEL DATA 1 PANEL

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Name:	Enter in this format: Lastname,Firstname,Middlename/initial See Examples below	Information defaults to other panels, such as Job Data, Position Data, and GHI carrier files	Yes	Yes
Prefix:	See drop down box for list of valid prefixes Do not enter periods at end of prefix		Optional	No
SSN:	Verify employee’s Social Security Number. Contact DPS if change needed.	Affects payroll and tax data	Yes	Yes
Original Hire Date:	Defaults as date employee was first hired		Yes	Yes
Address 1:	Home address where employee resides	May affect mail delivery of pay advice, W2, open enrollment information, and other mailings	Yes	Yes
Address 2:	Additional line for home address, if needed		If needed	If needed
Address 3:	Additional line for home address, if needed		If needed	No
City:	City of residence		Yes	Yes
State:	State of residence		Yes	Yes
Zip:	Zip code of residence		Yes	Yes
County:	County of residence Verify county if residence changes	Determines benefits eligibility	Yes	Yes
Country:	Defaults as USA May change if necessary		Yes	Yes
Mailing Address:	Click on Edit Mailing Address button to enter mailing address if differs from home address	May affect mail delivery of pay advice, open enrollment information, and other mailings	If needed	No
Phone:	Enter home phone number		Optional	No
Other Phone Numbers Type:	Optional field to list up to 10 other types of phones for employee (e.g. business, fax, cellular, pager, etc.)		Optional	No
Number:	Corresponding phone number to types listed above		Optional	No

PERSONNEL DATA 2 PANEL

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Gender:	Defaults from information entered during applicant process or initial hire Change if incorrect	Affects accuracy of EEO statistical reporting	Yes	Yes
Marital Status:	Defaults from information entered during initial hire Defaults as single; change, if needed	May affect benefits administration	Yes	Yes
Marital Status Date:	Enter date of status change if marital status changes		Yes	Yes
Highest Education Level:	Enter code identifying employee’s highest education level Defaults from information entered during applicant process or initial hire. May default as Not Indicated. Change, if needed.	May affect an employee’s inclusion in a certified eligible pool	If needed	If needed
Full-Time Student	Check box on if employee is full-time student		Optional	No
Birthdate:	Required format: MM/DD/YYYY	Affects rates for optional group life insurance	Yes	Yes
Birth Location:	City of employee’s birth		No	No
Birth Country:	Leave blank		No	No
Birth State:	Leave blank		No	No
Date of Death:	Defaults from Job Data 1 See Data Standard entitled Terminate an Employee Due to Death for more information		No	If applicable
Preferred Language:	Defaults as EN (English) Delivered field not used in SHARP		No	No
Official Language:	Leave blank		No	No
Referral Source:	Defaults from information entered during applicant process or initial hire		No	No
Citizenship Status:	Enter code identifying citizenship Defaults as Native. Change, if needed.		Yes	No
Ethnic Group:	Defaults from information entered during applicant process or at initial hire Change if incorrect	Affects accuracy of EEO statistical reporting	No	Yes
Military Status:	Code identifying employee’s military status. Defaults as Not Indicated. Only DPS or authorized agencies should change status. "Vet Verify" code requires confirmation as per K.S.A. 75-2955	May affect employee’s preference when applying for another state position	Yes	Yes
Smoker	Check box on if employee waives non-smoker discount for GHI purposes	Affects non-smoker discount rate for GHI	Yes	No
Disabled Veteran	For use only by DPS or authorized agencies Check box is on if disabled status verified		If applicable	Yes
Disabled	Leave blank		No	Yes
Employment Eligibility Proof 1: 2:	Relates to I-9 Form (e.g. driver’s license, social security card, or passport)		Yes	No
Date Entitled to Medicare:	Enter eligibility date for Medicare		Optional	No
Medicare Number:	Enter employee’s Medicare number		If applicable	If applicable
Med A Effdt:	Enter effective date for Part A Medicare (MM/DD/YYYY )		If applicable	If applicable
Med B Effdt:	Enter effective date for Part B Medicare (MM/DD/YYYY )		If applicable	If applicable

Name formatting: The PeopleSoft standard name format is [lastname] [suffix],[prefix] [firstname] [middle name/initial]. The entry can contain alphabetic characters, spaces, periods, hyphens, and apostrophes. Valid entries might include:

O?Brien,Michael

Jones IV,James

Phillips MD,Deanna Lynn

Reynolds Jr.,Dr. John Q

Phipps-Scott,Adrienne

Knauft,Gunter

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Page last modified on: June 29, 2012