1. Slide 1 FastFacts Feature Presentation June 22, 2011 We are using audio during this session, so please dial in to our conference line… Phone number: 888-651-5908 Participant code: 182500 © 2011 The Johns Hopkins University. All rights reserved.

2. Slide 2 Todays Topic Well be taking a look at… Personal Data Changes (PDC)

3. Slide 3 Todays Presenter Tyrell Moyd Team Lead, HR/Payroll Shared Services

4. Slide 4 Session Segments Presentation Tyrell will outline the business practice for completing Personal Data Changes (PDC) ISRs. During Tyrells presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Tyrell will answer as many of your questions as time allows.

5. Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. Slide 6 How To View Full Screen

7. Slide 7 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

8. Slide 8 Personal Data Changes (PDC)

9. Slide 9 Agenda 9 Today, we will be looking at… When to use a PDC ISR What can be changed on a PDC ISR Approvers Format for addresses Summary Resources

10. Slide 10 When to use a PDC ISR 10 The PDC ISR is submitted to HRSS by departments to request an employees personal data be changed or corrected. Effective Dates – current dates are used for changes to legal name, addresses, and corrections to social security numbers (SSN). The department may send a PDC ISR to change the address on a terminated or retired employee

11. Slide 11 Use the PDC ISR to make the following updates: 11 Change Indicator Updates: place a check () in the corresponding box Comments Section Updates Address and/or Phone Number (home/work)Date of Birth Emergency ContactDepartment Code Employee Name changesGeographical changes (JHH/JHHS only) Personal Administrator Code (mail/check sort code) Pace Code changes (JHH/JHHS only) Additional Fields: Qualifications/Licenses * (this section does not have a change indicator box, please note change(s) in comment section) Ratings (JHH/JHHS & Bayview only) Social Security Number (SSN) changesTasks Updates Work Schedule Rule Note: Departments are permitted to update Education/Degree information directly in SAP with the HRPA Property Education Maintenance role: ZRHR_PA_UNTPREMNT_ALL

12. Slide 12 Approvers for Student ISRs 12 Student PDC ISRs require two approvers except those initiated by the following schools and business offices: Carey Business School Peabody SAIS School of Education School of Nursing Student Employment Services (SES) Refer to the Student Employee Approver II Matrix http://ssc.jhmi.edu/bin/i/j/Approver_II_Matrix_Students.pdf http://ssc.jhmi.edu/bin/i/j/Approver_II_Matrix_Students.pdf

13. Slide 13 Approvers for Faculty & Staff ISRs 13 PDC ISRs for faculty members and staff are the only ISRs that can be submitted without an approver 1 or 2. Please follow your departments processing policies as it relates to selecting approvers.

14. Slide 14 Address Changes 14 We currently utilize and maintain the following address subtypes: Permanent Residence (subtype 1) - where the employee lives/resides, W2 and benefits mailings are delivered. Students may use local or out of state address. Work Physical Location (subtype 4) - where employee physically works and campus mail is delivered. Line1 of the address and telephone number appears in the JHED directory. Work Mailing Address (subtype 5) – can be the same as work physical address. Note: Only one address can be changed in the body of the ISR. If more than one address type needs to be updated, use the comments section.

15. Slide 15 Format for Addresses 15 Standard format for Permanent Residence

16. Slide 16 Format for Addresses 16 Standard format for Work Physical/Mailing Address If the work address does not have a building name, room or suite number, enter the street address on the Street/House line. If the employee is telecommuting, enter Telecommuting on the Street/House line and the street address on 2 nd Add. Line.

17. Slide 17 Foreign Addresses 17 Enter a foreign address by changing the country, then select the region from the drop down in the state/zip code field. Enter the street address, city, zip code and telephone number.

18. Slide 18 Address Changes & Tax Implications 18 How address changes impact taxes: Due to tax implications, HRSS cannot process retro state changes from a previous tax year. State to state changes: state taxes will be changed to the new state of residence with one allowance (where JH is registered to do business). Employee must submit new tax forms to update allowances. New MD residents: Baltimore City is the default. For address changes within the state of Maryland, no change in county/city tax will be made without submission of a new state tax withholding form. (Submit new tax forms to payroll for changes)

19. Slide 19 Student Address Changes & Tax Implications 19 Students may have a permanent address outside of Maryland and DC. Taxes will be applied to the state of Maryland or DC, depending on where the student works, unless the state of residency has a reciprocity agreement with MD/DC. Undergrads will always be listed as Baltimore City residents, regardless of permanent address. If the student lives and works in another state, indicate this in the comments section. The state withholding will be changed to that state using the standard default.

20. Slide 20 Social Security Number (SSN) Changes 20 SSN entered incorrectly on hire ISR: Complete the section titled Personal Data. Enter the incorrect SSN currently in SAP in the Original SSN box, and the correct number in the SSN box. Converting temporary SSNs to permanent SSNs Mail or fax a copy of the social security card to: Johns Hopkins HR/Payroll Shared Services 1101 E 33rd St, Suite D200 Baltimore, MD 21218 Fax: 443.997.6686

21. Slide 21 Resources 21 Webpage HR/Payroll Shared Services: http://ssc.jhmi.edu/hr_payroll/index.htmlhttp://ssc.jhmi.edu/hr_payroll/index.html Online Training Online training is available for initiating ISR transactions at: http://ssc.jhmi.edu/hr_payroll/training.html http://ssc.jhmi.edu/hr_payroll/training.html Email Boxes Health System Homewood Division (Including Peabody & SAIS) School of Medicine School of Public Health & Nursing Phone Number 443.997.5828

22. Slide 22 Conclusion 22 PDC ISRs are used to update demographic information. Changes are indentified by either clicking the change indicator box in the fields provided or noting the change in the comment section of ISR. PDC ISRs may not require an approver for staff or faculty. Follow departmental/divisional policy. PDC ISRs for students require the same approval process as all other ISRs. Please refer to the Student Approver II Matrix: http://ssc.jhmi.edu/bin/i/j/Approver_II_Matrix_Students.pdf. http://ssc.jhmi.edu/bin/i/j/Approver_II_Matrix_Students.pdf Addresses Multiple address subtypes can be changed on the ISR; one in the body of the ISR and additional address subtypes in the comment section. Since the 1 st line of the work physical address uploads to JHED, please be sure you are submitting a building name, room or suite number When changing from a temporary SSN to a permanent SSN, send a copy of the social security card to HR/Payroll Shared Services.

23. Slide 23 Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants. Q&A

24. Slide 24 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

25. Slide 25 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!