Slide 1 FastFacts Feature Presentation June 22, 2011 We are using audio during this session, so please dial in to our conference line… Phone number: 888-651-5908 Participant code: 182500 © 2011 The Johns Hopkins University. All rights reserved.
Mar 27, 2015
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FastFactsFeature Presentation
June 22, 2011
We are using audio during this session, so please dial in to our conference line…
Phone number: 888-651-5908 Participant code: 182500
© 2011 The Johns Hopkins University. All rights reserved.
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Today’s TopicWe’ll be taking a look at…
Personal Data Changes (PDC)
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Today’s PresenterTyrell MoydTeam Lead, HR/Payroll Shared Services
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Session Segments
PresentationTyrell will outline the business practice for completing Personal Data Changes (PDC) ISRs.During Tyrell’s presentation, your phone will be muted.
Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Tyrell will answer as many of your questions as time allows.
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Contact Us
If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!
GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]
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How To View Full Screen
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Survey
SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.
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Personal Data Changes (PDC)
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Agenda
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Today, we will be looking at…When to use a PDC ISRWhat can be changed on a PDC ISRApproversFormat for addressesSummaryResources
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When to use a PDC ISR
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The PDC ISR is submitted to HRSS by departments to request an employee’s personal data be changed or corrected.
Effective Dates – current dates are used for changes to legal name, addresses, and corrections to social security numbers (SSN).
The department may send a PDC ISR to change the address on a terminated or retired employee
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Use the PDC ISR to make the following updates:
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Change Indicator Updates: place a check (√) in the corresponding box
Comments Section Updates
Address and/or Phone Number (home/work)
Date of Birth
Emergency Contact Department Code
Employee Name changes Geographical changes (JHH/JHHS only)
Personal Administrator Code (mail/check sort code)
Pace Code changes (JHH/JHHS only)
Additional Fields: Qualifications/Licenses * (this section does not have a change indicator box, please note change(s) in comment section)
Ratings (JHH/JHHS & Bayview only)
Social Security Number (SSN) changes Tasks Updates
Work Schedule Rule
Note: Departments are permitted to update Education/Degree information directly in SAP with the HRPA Property Education Maintenance role: ZRHR_PA_UNTPREMNT_ALL
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Student PDC ISRs require two approvers except those initiated by the following schools and business offices:
Carey Business School PeabodySAISSchool of EducationSchool of Nursing Student Employment Services (SES)
Refer to the Student Employee Approver II Matrix http://ssc.jhmi.edu/bin/i/j/Approver_II_Matrix_Students.pdf
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Approvers for Faculty & Staff ISR’s
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PDC ISRs for faculty members and staff are the only ISRs that can be submitted without an approver 1 or 2.
Please follow your department’s processing policies as it relates to selecting approvers.
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Address Changes
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Format for Addresses
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Standard format for Permanent Residence
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Format for Addresses
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Foreign Addresses
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Enter a foreign address by changing the country, then select the region from the drop down in the “state/zip code” field.
Enter the street address, city, zip code and telephone number.
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Address Changes & Tax Implications
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How address changes impact taxes:Due to tax implications, HRSS cannot process retro state changes from a previous tax year.State to state changes: state taxes will be changed to the new state of residence with one allowance (where JH is registered to do business).
Employee must submit new tax forms to update allowances.
New MD residents: Baltimore City is the default.For address changes within the state of Maryland, no change in county/city tax will be made without submission of a new state tax withholding form. (Submit new tax forms to payroll for changes)
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Student Address Changes & Tax Implications
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Students may have a permanent address outside of Maryland and DC.Taxes will be applied to the state of Maryland or DC, depending on where the student works, unless the state of residency has a reciprocity agreement with MD/DC.
Undergrads will always be listed as Baltimore City residents, regardless of permanent address.
If the student lives and works in another state, indicate this in the comments section. The state withholding will be changed to that state using the standard default.
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Social Security Number (SSN) Changes
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SSN entered incorrectly on hire ISR:Complete the section titled Personal Data. Enter the incorrect SSN currently in SAP in the Original SSN box, and the correct number in the SSN box.
Converting temporary SSN’s to permanent SSN’sMail or fax a copy of the social security card to:
Johns Hopkins HR/Payroll Shared Services1101 E 33rd St, Suite D200Baltimore, MD 21218Fax: 443.997.6686
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Resources
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WebpageHR/Payroll Shared Services: http://ssc.jhmi.edu/hr_payroll/index.html
Online TrainingOnline training is available for initiating ISR transactions at: http://ssc.jhmi.edu/hr_payroll/training.html
Email BoxesHealth SystemHomewood Division (Including Peabody & SAIS)School of MedicineSchool of Public Health & Nursing
Phone Number443.997.5828
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Conclusion
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PDC ISRs are used to update demographic information.Changes are indentified by either clicking the “change indicator” box in the fields provided or noting the change in the comment section of ISR.PDC ISRs may not require an approver for staff or faculty.
Follow departmental/divisional policy.PDC ISRs for students require the same approval process as all other ISRs. Please refer to the Student Approver II Matrix: http://ssc.jhmi.edu/bin/i/j/Approver_II_Matrix_Students.pdf.Addresses
Multiple address subtypes can be changed on the ISR; one in the body of the ISR and additional address subtypes in the comment section.Since the 1st line of the work physical address uploads to JHED, please be sure you are submitting a building name, room or suite number
When changing from a temporary SSN to a permanent SSN, send a copy of the social security card to HR/Payroll Shared Services.
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We’re going to open the phone lines now!
There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.
We’ll be answering questions in the order that we receive them.
We’ll also be answering the questions that were emailed to us during the presentation.
If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.
Q&A
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Thank You!
Thank you for participating!We would love to hear from you.
Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]
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Survey
Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!