Overview of Personal Associates Update
A "Personal Associate" (or "P.A." hereafter) is a non-work-related individual whom you wish to list in the system as being affiliated with you. Personal Associates include, but are not limited, your spouse, children, siblings, parents, friends, or other dependents. Even if the person is or ever has been a USC employee, the system does not recognize the person as being affiliated with you until you list that person as your Personal Associate.
Listing someone as being personally associated with you allows you to include that person in your USC Benefits plans and/or list that person as an emergency contact. So it's important that the Personal Associate record contains up-to-date contact information.
If the person is currently an active USC employee, the Personal Associate record will copy the demographics and contact information from that person's USC employee record, and is therefore not subject to change. Only the active employee can change the personal information for his/her own employee record. If the person is not an active employee currently, you can update the contact information for that person.
Also, if you indicate that the P.A. lives with you, the P.A. record will copy the home address and phone number from your employee record. If the data is incorrect, you must update your own personal information.
Instructions Page
The Personal Associate List Page shows all the individuals you have associated to you.
When you open an existing P.A. record or create a new one, the Preliminary Page sets up the record to identify whether or not the person is a USC employee and whether or not the person lives with you.
Based on the preliminary setup, the Personal Associate Details Page allows you to change different items.
You make an initial submission which creates a Summary Page where you can review everything.
When you are ready to make the final submission, click on the "Submit" button located on the Summary page to save the P.A. record. Nothing is save until you click on this "Submit" button. A final Message Page will appear indicating your submission has been saved. You will receive an email confirmation of the change.
Create a New Personal Associate Record
- Click on the "New Personal Associate" button located towards the bottom of the page.
- The Preliminary Page appears. What you enter on this page sets up the content for the following Details page.
If the P.A. has never been a USC Employee:
- Indicate whether or not the P.A. lives with you.
- Enter the P.A.'s Social Security Number.
- Click on the "Continue" button.
If the P.A. has ever (past or present) been a USC Employee:
- Indicate whether or not the P.A. lives with you.
- Enter the P.A.'s Social Security Number.
- Enter the P.A.'s 7-digit Employee ID number.
- Click on the "Continue" button.
- Make changes to the P.A. information from the Details page.
Field labels ending with double asterisks (**) are required fields. You must enter those fields before continuing. Other fields are optional.
If the P.A. is an active USC employee, you can change only the Relationship type and the Emergency Contact indicator.
If the P.A. is not an active USC employee and lives with you, you can change everything except the home address and phone number. - When you have entered all the required fields, click on the "Continue" button to save the P.A. record.
- The Message Page appears verifying that the P.A. record has been saved. You should also receive a confirmation email alearting of this new addition.
- You can return to the P.A. List Page by clicking on the "Back to Personal Associate List Page" or you can return to the eTrac main menu bu clicking on the "Exit Process" button.
Change an Existing Personal Associate Record
- Click on the "Change/View P.A." button for the P.A. record you want to change.
- The Preliminary Page appears. Verify that the information is correct or make any changes.
Click on the "Continue" button to go to the P.A. Details Page. - Make changes to the P.A. information from the Details page.
Field labels ending with a double asterisk (**) are required. You must enter those fields before continuing. Other fields are optional.
If the P.A. is an active USC employee, you can change only the Relationship type and the Emergency Contact indicator.
If the P.A. is not an active USC employee and lives with you, you can change everything except the home address and phone number. - After making your changes, click on the "Submit Changes" button.
- The Confirmation Summary Page will list your changes. Review everything to confirm your changes.
Then click on the "Submit Changes" button. Nothing is saved until you click on the "Submit Changes" button located on this page. - The Message Page appears verifying that your changes have been saved. You should also receive a confirmation email alearting you of the change.
- You can return to the P.A. List Page by clicking on the "Back to Personal Associate List Page" or you can return to the eTrac main menu bu clicking on the "Exit Process" button.
Delete an Existing Personal Associate Record
If the P.A. record is used anywhere in the system (such as the P.A. being listed as an emergency contact), you can not delete the P.A. record.
- Click on the "Change/View P.A." button for the P.A. record you want to delete.
- The Preliminary Page appears. Just click on the "Continue" button to go to the P.A. Details Page.
- Scroll down towards the bottom of the Details page where the action buttons are located.
If you do not see a "Delete Personal Associate" button, you are not allowed to delete P.A. record.
If you are allowed to delete the P.A. record, a "Delete Personal Associate" button appears here. If you are sure you want to delete the P.A. record, click on the "Delete Personal Associate" - The Message Page appears verifying that the P.A. record has been removed from your P.A. list. You should also receive a confirmation email alearting of the deletion.
- You can return to the P.A. List Page by clicking on the "Back to Personal Associate List Page" or you can return to the eTrac main menu bu clicking on the "Exit Process" button.
Personal Associate List Page
The P.A. List page shows all the individuals you have associated to you. You can view, change, or delete an existing P.A. record or you can create a new one here.
Instructions
If you want to create a new P.A. record, click on the "New Personal Associate" button located towards the bottom of the page.
If you want to view, change or delete an existing P.A. record, click on that P.A.'s "Change/View P.A." button.
Field Descriptions
Employee Information
This Employee Information section appears on every page while you are working on your Personal Associates' information.
| Employee ID | This field displays your Employee ID. | |
| Employee Name | This field displays your name. | |
| Employee SSN | This field displays your social security number. For security reasons, only the last 4 digits are shown. | |
| Employee USC ID | This field displays your 10-digit USC ID. | |
| Home Address Line 1 | This field displays your home street address. | |
| Home Address Line 2 | This field displays your city, state and zip code line. | |
| Home Department | This field displays your Home Department name. | |
| Home Department Coordinator | This field displays the person to contact regarding your personnel information. | |
| Employee Status | This field displays your current employee status. | |
| Employee E-mail | This field displays your work e-mail address. All e-mails generated by eTrac will be sent to this address. |
Personal Associates List
This section lists the personal associates affiliated with you.
| Name | This column lists the P.A.'s name. | |
| Relationship | This column shows the P.A.'s relationship to you. | |
| Birth Date | This column shows the P.A.'s birth date. |
Action Buttons
The following buttons appear on the page:
| Change/View Personal Associate Information... | Each existing P.A. record listed in the Personal Associate List section has its own button which you can click on to access that P.A. record information. | |
| New Personal Associate | Click on this button to create a new P.A. record. | |
| Exit Process | Click on this button to return to the eTrac main menu. |
Personal Associates Preliminary Page
The Preliminary Page sets up the P.A. record to identify whether or not the person is a USC employee and whether or not the person lives with you. Based on the preliminary setup, the Personal Associate Details Page allows you to change different items.
Instructions
- Indicate whether or not the P.A. lives with you.
- Enter/verify the P.A.'s 9-digit Social Security Number.
- If the P.A. has ever been a USC employee, enter the P.A.'s 7-digit Employee ID number. The system will verify that the SSN and Employee ID belong to the same person. You cannot continue if the P.A. has ever been a USC employee and you do not enter the correct SSN & Employee ID.
- Click on the "Continue" button.
Field Descriptions
| Personal Associate Name | If you are trying to open an existing P.A. record, the P.A.'s name is displayed in this field. | |
| P.A. Lives with Employee | Indicate whether or not the P.A. lives with you. If you indicate "Yes" the system will copy the home address and phone number from your employee record onto the P.A. record, and you cannot change this information from the P.A. record. | |
| P.A. Social Security Number | Enter the P.A's 9-digiti social security number. | |
| P.A. USC Employee ID | If the P.A. has ever been a USC employee, enter the P.A.'s 7-digit Employee ID number. You cannot continue if the P.A. has ever been a USC employee and you do not enter a correct Employee ID. |
Action Buttons
The following buttons appear near the bottom of the page:
| Continue | Click on this button to go to the Personal Associate Details Page. | |
| Back to Personal Associate List Page | Click on this button to return to the Personal Associate List Page. | |
| Exit Process | Click on this button to return to the main menu. |
Personal Associates Details Page
Depending on the P.A.'s USC employee status and living situation, you may not be able to change certain information on the Details page:
- If the P.A. is an active USC employee, you can change only the Relationship type and the Emergency Contact indicator.
If any of the other information needs to be updated, the P.A. has to make the change to his/her own USC employee record. - If the P.A. is not an active USC employee and lives with you, you can change everything except the home address and phone number.
If the home address and phone number needs to be updated, you can change it for your own employee record through the Personal Information Update process. - Field labels ending with a double asterisk (**) are required. You must enter those fields before continuing. Other fields are optional.
Instructions
- Enter or make a selection to complete the detailed information for the P.A. Do no miss any fields with a field label ending in a double asterisk (**).
- If you are creating a new P.A. record, click on the "Continue" button.
If you are changing an existing P.A. record, click on the "Submit Changes" button.
If you are deleting an existing P.A. record, click on the "Delete..." button.
Employee Information Section
The Employee Information section appears on every page while you are working on your Personal Associates' information.
Personal Associate Details Section
Fields marked with a double asterisk (**) are required. In cases where the field data is retrieved from another source (P.A.'s or your Employee record), data is automatically loaded.
If you need help on how to enter data on eTrac, refer to the Data Entry Guidelines.
| P.A. ID | This ID is generated automatically when you create a new P.A. record. It is a 9-digit number that comprises of your 7-digit Employee ID + a 2-digit sequential number of the P.A. record associate with you. | |
| P.A. Social Security Number | This field displays your P.A.'s social security number. You entered this on the Preliminary Page when you created the P.A. record. | |
| P.A. Last Name | ** | Enter the P.A.'s last name. If the name contains a suffix, enter it without any commas. If the P.A. is an active USC employee, you cannot change the last name. |
| P.A. First Name | ** | Enter the P.A.'s first name. If the P.A. is an active USC employee, you cannot change the first name. |
| P.A. Middle Name | Enter the P.A.'s middle name. If the P.A. is an active USC employee, you cannot change the middle name. | |
| P.A. Salutation | Select the saluation for the P.A. If the P.A. is an active USC employee, you cannot change the saluation. | |
| P.A. Relationship | ** | Select the relationship the P.A. has to you. |
| P.A. USC Employee ID | If the P.A. has ever been a USC employee, his/her Employe ID is displayed at this field. | |
| P.A. Marital Status | Selet the P.A.'s marital status. If the P.A. is an active USC employee, you cannot change the marital status. | |
| P.A. Gender | ** | Select the P.A.'s gender. If the P.A. is an active USC employee, you cannot change the gender. |
| P.A. Birthday | Enter the P.A.'s birthday in the format: mm/dd/yyyy. If the P.A. is an active USC employee, you cannot change the birthday. | |
| P.A. is a Student | If the P.A. is a USC employee over 18 and is a student, this field displays a "Yes". Otherwise, it displays a "No". You cannot change this information. | |
| P.A. is Disbled | This field displays whether or not the P.A. is disabled. You cannot change this information at this time. | |
| P.A. Lives with Employee | This field displays whether or not the P.A. lives with you, based on what you specified on the Preliminary Page. If it says "Yes" you cannot change the P.A. home address or home phone. | |
| P.A. Street Address | Enter the P.A.'s home street address. If the P.A. is an active USC employee or lives with you, you cannot change the address. | |
| P.A. Address Line 2 | This field displays the city and state associated with the zip code. If you are entering a new or changing the zip code, this field will be refreshed with the associated city and state after you save the information. | |
| P.A. Zip Code | Enter either a 5-digit or 9-digit zip code. If the P.A. is an active USC employee or lives with you, you cannot change the zip code. | |
| P.A. Home Phone | Enter the P.A.'s home phone number. If the P.A. is an active USC employee or lives with you, you cannot change the phone number. | |
| P.A. Work Phone | Enter the P.A.'s work phone number. If the P.A. is an active USC employee, you cannot change the work phone number. | |
| P.A. Preferred first name | Enter the P.A.'s preferred first name. If the P.A. is an active USC employee, you cannot change the name. | |
| P.A. Preferred Last Name | Enter the P.A.'s preferred last name. If the P.A. is an active USC employee, you cannot change name. | |
| P.A. is Emergency Contact | ** | Select either "Yes" or "No" to indicate whether or not you want to designate this P.A. as an emergency contact person. |
| P.A. Last Change | This field displays the date when the P.A. record was last changed and who changed it. |
Action Buttons
The following buttons may appear near the bottom of the page:
| Continue | If you are creating a new P.A. record, this button appears on the page. Click on this button to save the new P.A. record to the system. You should see the Message Page and receive a confirmation email soon. | |
| Submit Changes | If you are viewing an exisiting P.A. record, this button appears on the page. If you made any changes on the Preliminary Page or on the Details page, click on this button. You should see the Confirmation Summary Page. This button does not save your changes. You have to submit your changes from the Confirmation Summary Page to save the record to the system. | |
| Back to Personal Associates List Page | Click on this button to cancel any changes and return to the Personal Associate List Page. | |
| Delete Personal Associate | If you are viewing an existing P.A. record and the record isn't used anywhere, this button appears on the page. Click on this button to remove the P.A. from your P.A. list. You should see the Message Page and receive a confirmation email soon. | |
| Exit Process | Click on this button to cancel any changes and return to the eTrac main menu. |
Confirmation Summary Page
If you make any changes an existing P.A. record, this summary page appears where you can review and confirm your changes before saving the P.A. record.
Instructions
- Review your changes.
- If you are sure you want to save the changes, click on the "Submit Changes" button. You should see the Message Page.
If you want to return to the Details Page without saving changes, click on the "Back to P.A. Detail Page" button.
If you want to cancel your changes, click on the "Back to P.A. List Page" button or the "Exit Process" button.
Field Descriptions
| P.A. ID | This field displays the P.A. ID so you know which P.A. the changes will apply.. | |
| P.A. Name | This field displays the P.A. name. | |
| Description | This column lists the type of information that you are changing. | |
| Old Information | This column displays the previous information that you want to change. | |
| New Information | This column displays the new information you want to save. |
Process Buttons
The following buttons appear near the bottom of this page:
| Submit Changes | Click on this button to save the changes to the system. You should see the Message Page and receive a confirmation email soon. | |
| Back to Personal Associate List Page | Click on this button to cancel changes and return to the P.A. List Page. | |
| Back to Personal Associate Detail Page | Click on this button to cancel changes and return to the P.A. Details Page. | |
| Exit Process | Click on this button to cancel changes and return to the main menu. |
Message Page
Whenever you create a new P.A. record, change or delete an existing one, the message page will confirm the action. It also generates a confirmation email which you should keep for your records.
Instructions
- If you want to return to the Personal Associate List Page, click on the "Back to P.A. List Page" button.
If you want to return to the eTrac main menu, click on the "Exit Process" button.
Process Buttons
The following buttons appear near the bottom of this page:
| Back to Personal Associate List Page | Click on this button to return to the Personal Associate List Page. | |
| Exit Process | Click on this button to return to the main menu. |