EMPLOYEE JOB AID UPDATING PERSONAL INFORMATION UPDATE CONTACT INFORMATION

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1 EMPLOYEE JOB AID UPDATING PERSONAL INFORMATION Workday s proven processes simplify the way we manage our personal and professional information. This job aid reviews the process for updating personal information in Workday. Using standard processes, you can view and edit your information. You initiate changes directly in the system and when necessary, Workday sends the request for appropriate approval all online, all in one place. Follow this process when you need to review or update one or more of the following categories of personal information in your Workday profile: Contact Information Personal Information Emergency Contacts Dependents Legal Name Anniversary Information Disability Status Military Status Military Spouse UPDATE CONTACT INFORMATION 1. From the home page, navigate to the Personal Information worklet. 2. Under change, click Contact Information. 1

2 3. Click Edit. 4. Your current information will be displayed on the screen. Click the pencil icon in each section to change your Contact Information. Click the checkmark to save any changes. 5. Click Submit. UPDATE PERSONAL INFORMATION 1. From the home page, navigate to the Personal Information worklet. This includes Gender, Date of Birth, Marital Status, Race/Ethnicity, Citizenship Status, Sexual Orientation and Gender Identity, Military Status and Military Spouse 2. Under change, click Personal Information. 2

3 3. Your current information will be displayed on the screen. Click the pencil icon in each section to change your Personal Information. Click the checkmark to save any changes. NOTE: To add additional citizenship(s), click the Pencil icon to edit the Citizenship area. The area will open to allow you to select other countries by clicking on the indicator next to the current citizenship. Navigate to by Country and select the value. It will be added to the first Citizenship that was displayed. 3

4 Click the checkmark to save any changes. Note: To update your Military Spouse Data click Add under Military Service Then click Military Status and then Military Spouse. 4. Click Submit. UP NEXT: Depending on the changes made; there will either be no more steps needed or Workday Operations will receive an action to review the changes. When the change is approved, you will receive a notification in your inbox that the change was processed. NOTE: There are multiple ways an employee can update their personal information. In addition to the steps above, employees can access and edit personal information as follows: Under View Profile, select the Personal tab: Contact Information Emergency Contacts Personal Information Names IDs (government issued IDs such as National IDs, Licenses, Passports, Visas, Military Dependent ID) View Profile, under your name, click Actions. Select Personal Data: Contact Information Emergency Contacts Personal Information Photo Names (Legal and Preferred) IDs (government issued IDs such as National IDs, Licenses, Passports, Visas, Military Dependent ID) Change My Veteran Status Identification Change Self-Identification of Disability Maintain Payment election 4

5 UPDATE EMERGENCY CONTACTS 1. From the home page, navigate to the Personal Information worklet. 2. Under change, click Emergency Contacts. 3. Click Edit. 4. Your current information will be displayed on the screen. TO UPDATE CONTACT DATA FOR AN EXISTING EMERGENCY CONTACT 5. Click the pencil icon on the data you need to update. 6. Update the data and click the check mark, then click Submit. TO ADD ADDITIONAL CONTACT INFORMATION TO AN EXISITING EMERGENCY CONTACT 7. Click Add on the data you need to add 5

6 8. Enter the data. Then click the check mark, then click Submit. Please Note: You cannot have the same TYPE for both primary phone numbers, addresses, etc. for one emergency contact. They must be different or you will get an error. 6

7 UPDATE DEPENDENTS 1. From the home page, navigate to the Benefits worklet. 2. Under change, click Dependents. 3. Click Edit to view specific details of each dependent. Use the pencil icon to input specific information in each section. NOTE: You can see a list of your dependents displayed in the Personal section of Workday, but this list might contain duplicate information. This is a trait in the system, not a data error. 4. Click Submit UPDATE LEGAL NAME 1. From the home page, navigate to the Personal Information worklet. 2. Under change, click Legal Name. 7

8 3. Edit your Legal Name and upload the required documentation as an attachment(s). 4. You will be prompted to enter a description to identify your documentation and select the Government ID Category. 5. Click Submit. UP NEXT: Once you click Submit, the request will route to the Workday Operations Team for approval. 8

9 ANNIVERSARY INFORMATION From your profile, you can see an overview of your tenure at the Firm. For conversion purposes, use these definitions: Hire Date: Last Hire Date Original Hire Date: First Hire Date Continuous Service Date: For employees who have returned to the Firm and fit the grandfathering criteria, this will equal their original hire date. Length of Service: For employees who have returned to the Firm and fit the grandfathering criteria, this will be calculated from their original hire date. Time in Position: Post Workday go live, this will calculate based on time in position and job code. Time in Job Profile: Post Workday go live, this will calculate based on time in position and job code. To see the overview, follow these steps: 1. From your profile, click the Job tab. 2. Then, click Job Details. You ll find your Anniversary information at the bottom of the page. 9