Entering Non-Financial Info

Within the Personnel Module, you are able to track non-financial data for each employee. This information includes demographic, office address, home address, rank, certification, education, WPR, leave, dist list, space, and committee.

Inputting Non-Financial Data

Search for and locate the employee within the Personnel Module. Once on their screen, click on the tabs to begin filling in their information. A ... indicates that the field has a drop-down menu.

Demographic Fields

1. Alternative ID
2. Nick Name: the employee's nick name.
3. Birth Date: the employee's birth date.
4. Date Deceased: employee date of death, if applicable.
5. Race: the employee's race.
6. Handicapped: any disability the employee may have, if applicable.
7. Veteran: employee veteran status, if applicable.
8. Degree: employee academic degree.
9. Parking Permit: employee parking permit information.
10. Salutation: the salutation used for the employee.
11. Exclude from NIH AP Report
12. Employee Group: employee group affiliation. The department or the university could define this group.
13. Employee Code: employee code assignment. The department or the university could define this group.
14. Visa Type: the type of Visa belonging to the employee.
15. Visa Expiration Date: the expiration date of the employee’s Visa.
16. Marital Status: the employee marital status.
17. Citizenship: the employee’s country of citizenship.
18. I-9 Status
19. I-9 Exp. Date
20. Date of Residence: the date of residence for Non-US citizens.
21. UA 1-4
22. ReqLoc
23. UD 2
24. Def Cost Center
25. Commons ID
26. Last 4 Digits SSNO: Last four digits of the employee's social security number.
27. PAD 1-5
28. Comments
29. Gender: male and female options are available
30. Resident: Defines if the employee is a resident of the U.S.

Office Address Fields

1. Address 1-4: The four lines of the employee's office address, such as department, building name and number, room number, and campus mailbox number.
2. City: the city in which the office is located.
3. State: the state in which the office is located.
4. Zip: the zip code for the office.
5. Phone: the office phone number.
6. Beeper; the employee's pager number. 
7. Fax: the employee’s fax number.
8. Cell Phone: the employee's cell phone number.
9. Ext: the employee's phone extension.
10. Beeper Ext: the employee's pager extension.
11. Email: employee's office email.
12. Home Page: the employee's website.
13. Preferred Address: defines whether the employee’s office or home address is to be used on mailing labels and directories.

Home Address Fields

1. Address 1-4: the four lines of the employee’s home address, such as number and street name, and apartment number.
2. City: the city in which the employee’s home is located.
3. State: the state in which the employee’s home is located.
4. Zip: the Zip Code for the employee’s home.
5. Emergency Contact Phone: emergency phone number information.
6. Emergency Contact Name: emergency contact information.
7. Emergency Contact Relation: the relationship between the employee and the emergency contact.
8. Spouse's Last Name
9. Spouse's First Name
10. Phone: spouse's phone number.

Certification Fields

1. Start Date: the start date of the certification listed.
2. End Date: the end date or expiration date of the listed certification.
3. Type:the code for the type of certification.
4. Sub-Specialty: any sub-specialties associated with the certification type.
5. Number: the certification number.

Education Fields

1. Start Date: the date the education was started.
2. End Date: the date the education was completed.
3. Degree: the employee's degree.
4. Major: the employee's major.
5. School: the school the employee attended.
6. City where the education was conducted.
7. State where the education was conducted.
8. County where the education was conducted.

Work Performance Review (WPR) Fields

1. Scheduled Date: the date the review was originally scheduled
2. Review Type: the type of review performed: Annual, Semi-Annual, Probationary, etc.
3. Perform Date: the date the review was performed.
4. Review Result: the result of the review (user-defined).
5. Reviewer: the person who conducted the review.
6. Comment: enter a comment concerning the review.

Leave Fields

• Start Date: the date in which the leave of absence begins.
• End Date: the last date of absence for the employee.
• Type: the type of absence for the employee, to be defined by the user.
• Sub Type: a subtype for the absence (user-defined).
• Hours: the number of hours in which the employee was absent.
• Comments: any comments in relation to the absence.
• Forms:
• Reports:

Effort Fields

• Start Date: the date in which the effort percentage begins.
• End Date: the date in which the effort percentage changes or ends.
• Area: the area of effort, i.e. Research, Clinical, Teaching, Administration, etc.
• FTE: the FTE allotted to the area of effort.

Committee Fields

• Start Date
• End Date
• Committee Code
• Committee Name
• Role
• Comment