Updating Personal Information in Workday


Purpose

This document explains how to make changes to information located within the Personal Information application in Workday for individuals that have a profile in Workday. Information within this application includes Contact Information, Personal Information, Emergency Contacts, Legal Name, and Preferred Name.

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Keep in Mind

· Contact Information

· Contact information includes primary/additional addresses, primary/additional phone numbers, and primary/additional email addresses.

· Remember to specify the type of phone number such as mobile, home, pager, etc.

· You can enter an email address or a website as part of your contact information.

· Personal Information

· Depending on the change(s) made, this process may route for approval. You will receive a notification in your Workday Inbox when it is complete.

· Documentation is required for changes to the following fields (unless they are currently blank):

· Gender

· Date of birth

· Citizenship status

· If you have any questions or concerns about the data collected or UChicago’s use of the data, please read the Employee and Job Applicant Data Privacy Notice.

· Emergency Contacts

· Information for primary and alternate emergency contacts that can be added or updated is as follows:

· Legal Name, Relationship, Preferred Language, Primary Address, Primary Phone, Additional Phone, Primary Email, Additional Email, Primary Instant Messenger, Primary Web Address

· All emergency contacts must have a phone number or an email address on file. A street address alone is not sufficient.

· You can have one Primary Emergency Contact and multiple Alternate Emergency Contacts.

· Legal Name

· This process will route to the Shared Services Office for approval. You will receive a notification in your Workday Notifications when it is complete. Look in your Workday Inbox if you do not receive a completion notification.

· The only document used to update a legal name change is a Social Security Card.

· Preferred Name

· Please note, changing your Preferred Name will not automatically update your Legal Name. If you would like to change your legal name, please see the Legal Name Change Steps section of this document.

Contact Information Change Steps (Address, Phone, Email)

1. Log into Workday using your CNET ID and password.

2. Click Menu in the top-left corner and select the Personal Information application.

3. Under the Change menu, click Contact Information.

4. Choose the Edit button to change your contact information.

5. To edit or add information under any of the respective Home Contact Information categories click the Pencil Icon or Add button. Make applicable changes/additions.

a. Categories include Primary Address, Additional Address, Primary Phone, Additional Phone, Primary Email, Additional Email.

i. Work From Home: Within the Primary and Additional Address sections, you can indicate Work From Home within the Usage field and specify the number of days worked from home per week.

6. For Work Contact Information you can only add/edit the Primary Phone and Additional Phone fields. To edit or add information under either of these categories click the Pencil Icon or Add button. Make applicable changes/additions.

7. Once all changes have been made select Submit to have your requested changes routed to an HR Partner for review and approval.

Personal Information Change Steps (Gender, Date of Birth, Marital Status, Race/Ethnicity, Citizenship Status)

1. Log into Workday using your CNET ID and password.

2. Click Menu in the top-left corner and select the Personal Information application.

3. Under the Change menu, click Personal Information.

4. Click on the Pencil Icon next to any of the following sections that need to be changed, using the hamburger menu when necessary.

     a. Gender (Required)

          i. Changes to your gender selection require documentation and approval from the Benefits Team, as changes may affect your health insurance coverage.

     b. Date of Birth (required)

          i. This field is used to calculate your age for benefits purposes. Changes to your date of birth requires documentation and approval from Shared Services.

     c. Marital Status (optional)

          i. Changing Marital Status here will not automatically change your legal name, tax information, or benefit elections.

               · To change your legal name, follow the Legal Name Changes section of this document.

               · To change your tax information, follow the Updating Withholding Elections in Workday Knowledge Base Article.

               · To change your benefit elections, follow the Changing Benefits in Workday for Life Events KB Article.

     d. Race/Ethnicity (optional)

          i. Please note that the Race/Ethnicity options are exclusive of the Hispanic or Latino option.

               · If you wish to identify only as Hispanic or Latino, please check the Hispanic or Latino box and do not select a Race/Ethnicity option.

          ii. Indication of race or ethnicity is voluntary. You have the option to leave these fields untouched.

     e. Citizenship Status (required)

i. Select your citizenship status as it pertains to the United States. US citizenship statuses are listed under the Recommended menu option. If you select a non-US citizenship status, you will receive an error preventing you from submitting the task. Please select one and only one citizenship status. If you are not a US Citizen nor a Permanent Resident, please select one of the following options in the Citizenship Status field: Temporary Resident, Visitor, or Unknown.

ii. Changes to your citizenship status require documentation and approval from the Payroll Team.

5. Once all changes have been made select Submit and it will be routed for approval. Keep in mind, multiple approvals may be required, depending on your employee type and the information changed.

     a. Changes for faculty, OAAs, and postdoctoral fellows will route to the Provost’s Office for approval.

     b. Changes to gender selection will route to the Benefits Team for approval.

     c. Changes to citizenship status will route to the Payroll Team for approval.

     d. Changes to date of birth will route to Shared Services for approval.

6. Use the Arrow Icon to review the Details and Process information of the business process. This will allow you to see where the process has been sent.

7. Click Done to close the Details and Process screen.

Emergency Contact Change Steps

1. Log into Workday using your CNET ID and password.

2. Click Menu in the top-left corner and select the Personal Information application.

3. Under the Change menu, click Emergency Contacts.

4. Choose the Edit button to change your emergency contacts.

5. Within the Change My Emergency Contacts page, click the Pencil Icon in the Legal Name section to edit.

a. Under Country, use the Hamburger Menu to select the country where the contact lives. United States of America is the default.

b. Enter the First Name and Last Name (or other name types) in the corresponding text fields.

6. Select the Pencil Icon in the Relationship section to edit.

a. Under Relationship, use the Hamburger Menu to select the Relationship type.

7. To add additional information about your emergency contact, click the Add button in any of the remaining rows.

8. To change information in rows with existing details, click the Pencil Icon to edit.

9. To delete a Primary Emergency Contact entirely, you must first add an Alternate Emergency Contact. When adding the alternate, you must select the check box labeled Mark as Primary.

a. Once the new contact has been added and made primary, the original Primary Emergency Contact becomes an Alternate Emergency Contact. Click the X next to the contact and then select Delete to remove them.

10. To add additional Alternate Emergency Contacts, locate the Add button at the bottom of the Alternate Emergency Contacts section and fill in the required information.

11. Once all changes and/or additions have been made, select Submit to save.

Legal Name Change Steps

1. Log into Workday using your CNET ID and password.

2. Click Menu in the top-left corner and select the Personal Information application.

3. Under the Change menu, click Legal Name.

4. Within First Name and Last Name fields, enter the new legal name.

5. Under Attachments, upload a copy of your Social Security Card. If not attached, the name change will not be approved.

     a. For the document Category, choose Social Security Card.

6. If initiating the Change Legal Name business process to correct a typo in your name, please add a note to this effect within the enter your comment box.

7. Once all changes have been made, select Submit to save and have your requested changes routed to Shared Services for review and approval.

Preferred Name Change Steps

1. Log into Workday using your CNET ID and password.

2. Click Menu in the top-left corner and select the Personal Information application.

3. Under the Change menu, click Preferred Name.

4. If the Use Legal Name As Preferred Name box is checked, uncheck this for the First Name and Last Name fields to become visible.

     a. Leaving this box checked will use your legal name as your preferred name.

5. Update the First Name and Last Name fields with your preferred name and select Submit to save your changes.