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