Human Resources Manual

Policy No.: 2-9 This policy applies to:
Policy Name: Personal Data Changes & Personnel Notification Forms(PNFs) Non-exempt staff
Effective Date: 08/01/04   Exempt staff
Revised: 01/01/2014 Faculty

Personal Data Changes

Policy

It is the responsibility of each employee to promptly notify Human Resources of any changes in personal data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency, an educational accomplishment, and other such information should be accurate and current at all times. It is also important to update benefits records, including beneficiary designations.

Procedure

If any personal data has changed, the employee should provide updated information as soon as reasonably practical. Change of Address and Emergency Contact Information should be submitted electronically utilizing the Employee Web Services site. The HR website includes tax forms as well as forms and addresses for the employee to update personal information with the benefits insurance carriers. Change of names will only be processed with legal documentation, i.e. court order, marriage certificate, or divorce degree and a new Social Security Administration (SSA) card or documentation of application for a new card.  Submit this information to the Human Resources Office along with the "change of name" form (which is available in the office). Processing normally takes 3-5 working days.  The purpose of this documentation is to ensure that the employee's Form W-2 or wage and tax report matches the information on file with the SSA.

Personnel Notification Forms (PNFs)

Policy

The Personnel Notification Form (PNF), which is created within the respective department, informs Human Resources (HR) of personnel changes/actions such as new hires, separations, transfers, status changes, promotions, account number, one-time payments (see one-time payments policy), leave of absence, etc.

In addition to the above, the PNF provides the necessary information to properly record an employee in the payroll system for a University ID card, email account and payroll assignment. If this form is not received, the HR office does not have a record that an employee has been hired, promoted, transferred, separated or status changed. Failure to turn in a PNF may result in the employee not being paid properly or on time.

Procedure

No PNF will be processed by the HR office without the explicit signature of the respective Department Head or Chair and/or Dean, Provost, or Vice President (or President if deemed necessary). The PNF approval process is a responsibility that cannot be delegated through a signature proxy. Once the required signature(s) is obtained, the PNF is forwarded to HR for processing.

You may obtain blank PNFs from the HR office by calling extension 7757. To view a sample of the PNF form, please click here - PNF