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Revision: 7 wss

  Distribution

  Related Procedures

  Ownership

Date Tracking

IS HRMS
N ® People Enter & Maintain
Decision

1.   If the current effective date is the date you wish to use, select [No].  If not, select [Yes], enter the date you wish to use in the Effective Date field, and select [OK].

Finding an Existing Person

2.   Enter all or part of the person's last name in the Full Name field, using the wildcard character (%) when necessary. 

3.   Click on the [Find] button.

Compare the first name, last name, and social security number, or other known information with that in the database to ensure that it is the correct person. 

4.   Click on the [Address] button.

End Outdated Address

If an address is no longer valid, you must end-date that address, the day before your effective date, before creating a new address record of the same type to replace it.  For instance, if you wish to enter a new home address, you must first end-date the current home address.  The "From" field on the new home address must be the day after the "To" address on the old address.  Do not remove the checkmark from the Primary checkbox in the old address.

5.   Use the down arrow on your keyboard to locate the outdated address.

6.   Complete the following field on the old address.

• To:  Enter the day before the new address is valid.
• Primary: If you end-date the primary address (Primary checkbox is checked), you must check the Primary checkbox on the new address record. A person must have one and only one primary address, which is the employee's home address. The primary address is where official HR mailings, such as the W-2 form and benefits information, will be sent.

7.   If you are not adding a new address and have end-dated the primary address, use the up or down arrows on the keyboard to locate the new primary address. Place a check in the Primary checkbox.

8.   Save your work

9.   Close the Address form.

Enter United States Address

All employees must have a Home Address record that is the Primary address.

If the address is a foreign address (outside the United States and Canada), you will complete this form by adding a Home Address record that is Primary containing the address for University Payroll in the format below:

• PO BOX 400127
• University Payroll
• 914 Emmet Street
• Charlottesville, Va  22904-4127

You will use the Address form under the Others... button for the foreign address. University Payroll will ensure that the employee's W-2 is sent to the foreign address.

Refer to the Address (Foreign) steps under the Entering Other Information section of this document.

You may create as many address records as you need.  Address records may contain Messenger Mail/Office Address, Directory Address, and Home Address.  If you wish to have an address printed in the UVA phone directory, be sure to create a record with the type Directory Address.

If you are adding a new primary address, you must check the Primary checkbox BEFORE entering the address type.  This is necessary for the Taxation Address information to be automatically entered.

10. Complete the following fields.

• Address:  Enter up to three lines of street address information. 

• Line 1:  Enter the Messenger Mail P.O. Box number or the first line of the street address if the address is not at the University.
• Line 2:  Enter the street address of the UVA office, or enter a second street address line if needed if the address is not at UVA.
• Line 3:  Enter the building and room number of the UVA office, or enter a third street address line if needed if the address is not at UVA.

• City:  Enter the city.  If there are multiple cities in the database, a pop up list will appear.  Select the correct city and state and click the OK button
• State:  The State will be automatically entered when you enter the City.
• Zip Code:  Enter the zip code. If the city has only one zip code, it will appear automatically in this field.
• County:  The county name will be automatically entered when you choose a city.
• Country:  The country defaults to the city and county for United States addresses.
• Primary:  If this is the person's primary address, check the Primary checkbox.  Complete this box BEFORE completing the Type field.  A person must have one and only one primary address, which is the employee's home address.  The primary address is where official HR mailings, such as the W-2 form and benefits information, will be sent.
• Type:  Use the list of values to select the address type. 
• From:  The current effective date defaults in this field.  If you wish to change this date, enter the date from which this address is valid. 
• To:  Leave blank.
• Taxation Address:  This will automatically update once you save your address. (Note: If taxation address disappears after saving, reenter the address type and save again.)

11. Click in the Additional Address Details flexfield to the right of the Date To field.

12. Indicate whether to publish the home phone and address in the UVA phone directory by selecting Yes or No from the list of values.  (Salaried only.)

13. Click on the [OK] button.

14. Save your work.

If you wish to create another address record, click on the [New Record button] (green plus sign) on the toolbar, and repeat the steps.

15. Close the Address window.

Address (Foreign)

16. Click on the [Others...] button.

17. Select Address from the list of values and click on the [OK] button.

18. If other addresses have been entered, you will need to click on the New Record button (green plus sign) on the toolbar to get a blank record.

19. Enter the foreign address by completing the following fields.

• Style:  Use the list of values to select an address style.  The style corresponds to address formats used in different countries. If your style is not in the list of values, email 4help@virginia.edu to have it added to the list.
• Address:  Click in this field to open the address form.  This form will look different for each style.  Complete the address information.
• Type:  Use the list of values to select [Foreign Home] for the address type.
• Primary:  A foreign address cannot be a primary address for Person Types of Employee or an Ex-employee who has been paid in the current tax year and will receive a W-2.
• Date From:  The current effective date defaults in this field.  If you wish to change this date, use the list of values to enter the date from which this address is valid. 
• Date To:  If there is a known end date, complete it here.  If unknown, leave this field blank.

Foreign addressed cannot be viewed on the Address form (where you enter United States and Canada addresses), however they must be entered on this form.

20. Save your work.

21. Close all windows and return to the Navigator.

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