Maintain Employee Contacts (Using PA's)#
The Maintain Employee Contacts screen allows you to maintain employee contacts using a personnel action.
Maintain Employee Contacts data is stored in the P2K_SA_PERSONNEL_ACTIONS, P2K_HR_CONTACTS and P2K_HR_CONTACT_ROLES tables.
Personnel Action Request#
- PA #
- This field displays the PA which will maintain the employee contacts.
- Takes Effect
- The date the PA takes effect will be displayed in this field.
- Change Reason
- This field provides the reason for the data change.
- Initiate PA
- This button will allows you to initiate a Personnel Action for the employee in focus.
- Cancel PA
- This button allows you to cancel the PA by pressing this button, once pressed the status will change to 'Cancelled'.
Contacts#
- Last Name
- This is the surname of the contact.
- First Name
- This field provides the first name used by the contact.
- Phone #
- This is the daytime phone number for the contact.
- Extn
- This is the daytime extension number for the contact.
Identity tab#
- Salutation
- Salutation is the usual form of address for the contact.
- First Name
- This is the first name used by the contact.
- Middle Name
- This is the contact's middle name or initials.
- Last Name
- This is the surname of the contact.
- Rank
- This is the name extension e.g. Jr., Sr., III, etc.
- Language
- Indicates the contact's language of preference for communication/correspondence.
- Title
- If the contact has a title, that title should be indicated here.
- Gender
- This field indicates whether the contact is male or female.
- Birth Date
- This field provides the date of birth of the contact person (used for tax and benefit purposes). This is not usually needed for business contacts.
- Gov't Code Origin
- This field identifies the country that generated the employee’s government code.
- Gov't Code
- Gov’t Code is the contact's government identification number (SSN/SIN). U.S.A.: Social Security Number (SSN) of the contact. Canada: Social Insurance Number (SIN) of the contact.
- Relation
- Relation describes the relationship of a person to the employee or you with whom they are associated.
- Security Level
- Security level is a security feature that provides the ability to control access to contact information. Only a user with the appropriate security level, matching (or higher than) the level of the contact will be able to see the contact information.
- Employer
- This field provides the name of the contact's employer.
- Private Contact
- If the ‘Private Contact’ toggle is ON, this contact is a private contact of the user who created it. If the toggle is OFF, any user may access the contact information.
- Disabled Indicator
- If the ‘Disabled Indicator’ toggle is ON, this contact is a disabled.
- Student Indicator
- If the ‘Student Indicator’ toggle is ON, this contact is a student.
- Student Until
- This is the date that the contact is considered to be a student.
- Beneficiary
- If the ‘Beneficiary’ toggle is ON, this contact is a beneficiary.
- Dependent
- If the ‘Dependent’ toggle is ON, this contact is a dependent.
- Emergency
- If the ‘Emergency’ toggle is ON, this contact is an emergency contact.
Address tab#
Primary Address#
- Primary Address 1
- This is the home address (street or rural route or concession #) of the contact person.
- Primary Address 2
- This field provides the second line of address, used for PO Box # or special delivery instructions.
- City
- This field refers to the city, district or township name where the contact person resides.
- State/Prov
- This is the standard abbreviation of the state or province of the contact’s address.
- Zip/Postal
- U.S.A.: Zip Code. Canada: Postal Code.
Mailing Address#
- Mail Address 1
- This field holds the home or business address (street or rural route or concession #).
- Mail Address 2
- This is the second line of address, used for PO Box # or special delivery instructions.
- City
- Locality refers to the city, district or township name of the mailing address.
- State/Prov
- This is the standard abbreviation for the state or province of the contact’s address.
- Zip/Postal
- U.S.A.: Zip Code. Canada: Postal Code.
Other tab#
Phone#
- Phone Number
- This is the daytime phone number for the contact person.
- Ext.
- This field holds the daytime extension number for the contact.
- Alt. Phone Number
- This is the alternative phone number (if applicable) for the contact.
- Ext.
- This field provides an alternative phone extension (if applicable) for the contact.
- Cellular Number
- This is the cellular, portable or mobile phone number for the contact person.
- Fax Number
- This field provides the facsimile number of the contact.
- Email Address
- This is the email address of the contact.
- Web Address
- If the contact has a web site, this is the address for the website.
- External Retirement Id
- This is a 16 character identifier for any external system.
Contact Role#
- Contact Type
- Contact Type indicates whether this is an employee contact (spouse, emergency contact, dependent or beneficiary), or a business contact (business or personal) of the user.
- Submit PA
- This is an action button which allows you to submit the PA for review. When pressed a dialog will appear asking you to verify the changes by pressing OK or Cancel. The status of the PA will then change to 'Submitted'.
- Process PA
- This is an action button which will update the employee's records with the changed detail of the PA. The status of the PA will be updated to 'Completed'.
