SSN out of the Personnel Q&A. How will new employees receive a UGAID (810 Number)?

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Presentation transcript:

SSN out of the Personnel Q&A

How will new employees receive a UGAID (810 Number)?

UGAID for New Employees Human Resources is working with PeopleAdmin (iPaws) to get biographical data on new hires electronically sent to UGA on a nightly basis EITS would process this data and assign a UGAID to prospective employees within 2 business days If new employees are not entered into iPaws they would need to contact the UGA Card Office to receive a UGAID

When are new employees added to the Human Resources/Payroll database?

New Employees New employees are added to the Human Resources/Payroll database the night that the personnel document is submitted to electronic approval (it does not need to be approved) Prospective employees will be assigned a UGAID based on iPaws data, but they will not be reflected in the UGA Employee database until the personnel is submitted for electronic approval.

How will I know an employee’s UGAID?

Finding UGAIDs Existing Employees: Ask the Employee ARROW and Budget Development reports –Personal Services Detail –Employer Payroll Benefits Contributions New and Existing Employees: A look-up by name will be developed

When will these changes take effect?

Timing of Changes iPaws changes are expected to be completed within the next 3 months –prospective employees entered through iPaws will receive a UGAID prior to completion of the personnel –this does not change the process or timing for completing the personnel form

Removing SSN from the Personnel When is the best time to implement? Some favor July 1; others specifically request that it not be July 1 –Roughly one-fourth of personnels for a fiscal year are created by July 31 January – graduate student documents

Removing SSN from the Personnel Best time = least busy time –Fall (Sep/Oct) –Spring (Feb/March) Regardless of the timing, past documents will be converted from SSN to UGAID so that all documents contain UGAID

Where are We? The programming changes can be completed by March 1 We are working with EITS to resolve issues surrounding UGAID/SSN translation data and this likely will not be completed by March Therefore, SSN out of the personnel will likely be postponed until fall 2011