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