• Overview of the Employee Personal Information Update
  • Instructions on Updating your Personal Information
  • Personal Information Update Page 1
  • Dependent Information Page
  • Emergency Contact Page
  • Personal Information Update Page 2
  • Veteran Information Page
  • Ethnicity Page
  • Confirmation Review Page
  • Update Message Page

Overview of the Employee Personal Information Update

The Employee Personal Information Update allows you to maintain your personal demographic information. This information is stored in your employee personnel record, so make sure all the information is up-to-date, especially your mailing and contact information.

You may want to include other people in your personal information, such as for an emergency contact. Before you can do that, you must enter them into the system as "Personal Associates." To add or change any Personal Associate information, exit to the eTrac main menu and select "Personal Associates Update". After updating the Personal Associate records, return to this page. Your Personal Associates will be listed as being available for selection.

For help on how to enter data into eTrac, see the eTrac Data Entry Guidelines.

Note that fields marked with double asterisks [**] are required fields. Other fields are optional and may be left blank.

Instructions on Updating your Personal Information

  1. If you are adding or changing any dependent information or emergency contacts, you need to update the Personal Associate records for those people first. Click on the "Exit Process" button and select "Personal Associates Update" from the eTrac menu. After updating the Personal Associate records, return to this page.
  2. You start on Personal Information Update Page 1.
    1. In the Home Information section, you can update your Home address, phone numbers, and online contacts.
    2. In the Personal Information section, update other personal information.
    3. List your dependents in the Dependent Information Section. You can add a new person to the system from the Personal Associates Page.
    4. Include at least one person for your Emergency Contact. The person must be in the system before you can add them to your contact list. Use the Personal Associates Page if you need to add someone to the system and to make sure the contact information is correct.
    5. Click on the "Continue" button.
  3. The Personal Information Update Page 2 will load.
    1. Select your Gender, Disability status, and Veteran information.
    2. For the Ethnicity, indicate whether or not you are Hispanic or Latino.
    3. Click on the "Continue" button.
    The next page the loads depends on your answer to the first Ethnicity question:
    If you selected "No" for the Hispanic/Latino ethnicity, the Ethnicity Page loads.
    If you selected "Yes" for the Hispanic/Latino ethnicity, you will go straight to the Confirmation Page.
  4. The Ethnicity Page appears only if you selected "No" for the Hispanic/Latino ethnicity.
    1. Select "Yes" for each ethnicity that applies to you. Select all the ethnicities that apply.
    2. Click on the "Continue" button.
  5. The Confirmation Page appears displaying all your changes. Review your changes before submitting the request to update your Employee record. When all is well, click on the "Submit" button.
  6. The Message Page confirms that you have successfully updated your records. You should also be receiving an email confirmation.

Personal Information Update Page 1

You can update your home information, personal information, dependents lists and emergency contacts on Personal Information Page 1.

Instructions

  1. If you are adding or changing any dependent information or emergency contacts, you need to update the Personal Associate records for those people first. Click on the "Exit Process" button and select "Personal Associates Update" from the eTrac menu. After updating the Personal Associate records, return to this page.
  2. Look over your personal information.
  3. Make any necessary changes.
    Some sections require going to a specialized update page. See the instructions on the section update pages for more information:
  4. If you made no changes, click on the "Exit Process" button. You will return to the eTrac main menu.
    If you made any changes, click on the "Continue" button to go Personal Information Update Page 2 for additional demographic information.

Employee Information Section

The top section of this page displays your basic Employee information. Your home address displayed here will change after you click on the final "Submit" button on the Confirmation Page.

Employee ID  This is your USC Employee ID # and you use it to access all your employee/payroll records. Your ID is also printed on your USC ID Card.
Employee Name  This is your legal name as how it appears on record in the system. If this needs to be corrected, contact your Home Department Coordinator.
If you prefer to be referred by a different name, you can enter a "Preferred Name" from the Work Information Update Process.
Employee SSN  This is your Social Security #. For your protection, only the last 4 digits are displayed.
USC ID  This is your 10-digit USC ID.
Employee Street Address, City, State, Zip  This is your home mailing address. You can update this in the next section.
Home Department  This is the name of your main work department.
Home Department Coordinator  This is the name and e-mail address of the person to contact regarding your personnel file.
Employee Status  This is your current employee status at USC.
Employee e-mail  This is your USC e-mail contact. Since everything you do on the eTrac system sends you a confirmation notice via e-mail, make sure it's correct. If not, edit it from the Employee Work Information Update area.

Home Information Section

The information shown on the page is the data that is currently in your personnel record. You can edit your home contact information in this section. Fields marked with double asterisks [**] are required.

Home Street** Enter your home street address.
Home Zip** Enter your home zip code.
Home city, state, zip  The city, state and zip code displayed corresponds with the home zip code. This field will update automatically when you submit your changed zip code.
 
Home Phone** Enter your 10-digit home phone number.
Home Fax  Enter your 10-digit fax number if available.
Home Cell  Enter your 10-digit home cell phone number if available.
 
Home e-mail  Enter your personal e-mail address if available. This is not the same email address as the one displayed above which is where eTrac sends its email confirmation to you. To change the email address eTrac uses, go to the Work Information Page.
Home URL  Enter the URL to your personal web site if available.
Entering Phone Numbers:
You may enter phone numbers with dashes: e.g., 000-000-0000,
with parentheses and a dash: e.g., (000)000-0000,
or as a single string of numbers: e.g., 0000000000.
Do not enter any spaces.

Personal Information Update Section

The information shown on the page is the data that is currently in your personnel record. Make any necessary changes and then click on the "Submit for Confirmation" button located near the bottom of the page. Fields marked with double asterisks [**] are required.

Note that the information listed in this section is for internal use only and changes made here do not affect your tax status. To change your tax withholding, you need to change your tax status, either with a W-4 Form, or on eTrac by selecting "Tax Status (W4/DE4) Update" from the main menu.

Marital Status** Select your current marital status.
Number of Dependents** Enter the number of dependents you have.
Country of Citizenship** Indicate your country of citizenship.
Date of Birth** Enter your birthdate in the format MM/DD/YYYY.
Salutation** Select your salutation.
Spouse Name  Select your spouse's name. Your spouse must be entered into the system as a "Personal Associate" before you can select it. If you have no Personal Associates listed as a Spouse, no names will be listed here.

Dependent Information Section

This section lists your dependents. Before you can add a dependent to your list, the dependent must be entered into the system as a Personal Associate. Go to the "Personal Associates Update" area from the eTrac main menu to add or change your Personal Associate records.

Instructions:

Fields:

Dependent Name  This column lists your dependents' names.
Dependent Relationship  This column shows the relationship the dependent has to you.

Emergency Contact Information Section

This section lists your emergency contacts. Before you can add an emergency contact to your list, the person must be entered into the system as a Personal Associate. Go to the "Personal Associates Update" area from the eTrac main menu to add or change your Personal Associate records.

Instructions:

Fields:

Emergency Contact Name  This column lists your emergency contact(s).
Relationship  This column shows the relationship the emergency contact has to you.
Home Phone  This column displays the home phone number of the emergency contact person.
Work Phone  This column displays the work phone number of the emergency contact person.

Other Information Section

This section lists list miscellaneous information.

Home and Personal Info Last Updated  This line displays the date when the information on this page was last changed and by whom.

Action Buttons

There are several buttons on this page:

Delete Dependent Each line in the Dependent Information section has a "Delete..." button. Click on this button remove the dependent from the list.
Add a Dependent Click on this button to add a new Dependent to the list. The Dependent Information Update Page will load.
Delete Emergency Contact Each line in the Emergency Contact Information section has a "Delete..." button. Click on this button remove the person from the emergency contact list.
Add a New Emergency Contact Click on this button to add a new emergency contact to the list. The Emergency Contact Information Update Page will load.
 
Continue Click on this button to continue to Page 2 of the Personal Information Update.
Exit Process Click this button at any time to cancel changes and return to the eTrac main menu.

Dependent Information Page

You can reach the Dependent Information page by clicking on the "Add a New Dependent" button on Page 1 of the Personal Information Update. The Dependent Information Page allows you to add dependents to your Personal Information. This page will list only people who are entered in the system as your Personal Associates, and whose relationship type qualifies as a Dependent status. To add new Personal Associates or change a Personal Associate's information, exit this area to return to the eTrac main menu and select "Personal Associates Update". After updating the Personal Associate records, return to this page. Your new Personal Associates will be available for selection.

Instructions

Adding a New Dependent:

  1. Select a dependent.
  2. Click on the "Save Changes..." button. The new dependent will now be listed in the Dependents section on the Personal Information Page.
  3. The "Save Changes..." button only lists the new dependent onto the Personal Information web page. When you are finished making all changes with your Personal Information, be sure to click on the "Submit Update" button on the Confirmation Review Page to send your changes to the system.

Deleting an Existing Dependent:

  1. Return to the Dependents section on the Personal Information Page.
  2. Click on the "Delete this item..." button. The Personal Information Page will reload with the dependent removed from the Dependents section.

Selection Field

This section displays all the changes you just made:

Dependent ID  Select a Dependent. The selection box lists only Personal Associates who have a Relationship type that qualifies for Dependent status. If a dependent is already listed on the Dependents section on the Personal Information page, the person will not be listed here again.
Dependent Name  This field displays the dependent's name.
Dependent Relationship  This field displays the relationship the dependent has to you.

Action Buttons

There are 3 buttons near the bottom of this page:

Save Changes and Return to Summary Click on this button to load the new dependent onto the Dependents section on the Personal Information Page. Be sure to click on the "Submit Update" button on the Confirmation Review Page to send your changes to the system when you are finished changing your Personal Information.
Exit - Do Not Save Changes Click on this button to return to the Personal Information Page without making any changes.
Delete this item and Return to Summary Click on this button to remove an existing dependent from the Personal Information Page. Be sure to click on the "Submit Update" button on the Confirmation Review Page to send your changes to the system when you are finished changing your Personal Information.

Emergency Contact Information Page

You can reach the Emergency Contact Information page by clicking on the "Add a New Emergency Contact" button on Page 1 of the Personal Information Update. The Emergency Contact Information page allows you to add new Personal Associates to your emergency contact list. This page will list only people who are entered in the system as your Personal Associates. To add new Personal Associates or to change a Personal Associate's contact information, exit this area to return to the eTrac main menu and select "Personal Associates Update". After updating the Personal Associate records, return to this page. Your new Personal Associates will be available for selection.

Instructions

Adding a New Emergency Contact:

  1. Select a person for your emergency contact.
  2. Click on the "Save Changes..." button. The new person will now be listed in the Emergency Contacts section on the Personal Information Page.
  3. The "Save Changes..." button only lists the new emergency contact onto the Personal Information web page. When you are finished making all changes with your Personal Information, be sure to click on the "Submit Update" button on the Confirmation Review Page to send your changes to the system.

Deleting an Existing Emergency Contact:

  1. Return to the Emergency Contact section on the Personal Information Page.
  2. Click on the "Delete this item..." button. The Personal Information Page will reload with the person removed from the Emergency Contact section.

Selection Field

This section displays all the changes you just made:

Emergency Contact ID  Select an emergency contact. If a person is already listed on the Emergency Contact section on the Personal Information page, the person will not be listed here again.
Emergency Contact Name  This field displays the Personal Associate's name.
Emergency Contact Relationship  This field displays the relationship the Personal Associate has to you.
Home Phone  This field displays the Personal Associate's home phone number. If you need to change this number, do so through the "Personal Associates Update."
Work Phone  This field displays the Personal Associate's work phone number. If you need to change this number, do so through the "Personal Associates Update."

Action Buttons

There are 3 buttons near the bottom of this page:

Save Changes and Return to Summary Click on this button to load the new emergency contact onto the Emergency Contact section on the Personal Information Page. Be sure to click on the "Submit Update" button on the Confirmation Review Page to send your changes to the system when you are finished changing your Personal Information.
Exit - Do Not Save Changes Click on this button to return to the Personal Information Page without making any changes.
Delete this item and Return to Summary Click on this button to remove an existing Emergency Contact from the Personal Information Page. Be sure to click on the "Submit Update" button on the Confirmation Review Page to send your changes to the system when you are finished changing your Personal Information.

Personal Information Update Page 2

You can update your gender, disability status, veteran status and ethnicity on Personal Information Page 2.

Instructions

  1. Make sure your gender selection is correct.
  2. For the disability status, you can indicate whether you are "Disabled". If you are not disabled or choose not to answer, select "Decline to State".
  3. Edit your Veteran Status.
  4. For the Ethnicity, indicate whether or not you are Hispanic or Latino.
  5. Click on the "Continue" button.
    The next page the loads depends on your answer to the first Ethnicity question:
    If you selected "No" for the Hispanic/Latino ethnicity, the Ethnicity Page loads.
    If you selected "Yes" for the Hispanic/Latino ethnicity, you will go straight to the Confirmation Page.

Gender & Disability

Gender** Indicate whether you are "Male" or "Female."
 
Disability Status** Specify your disability. If you are not disabled, select "Not Disabled;" or you may select "Decline to State" if you prefer.

Veteran Information Section

This section lists your veteran status. This is a required section.

Instructions:

Field:

Veteran Status** This column lists your Veteran Status.

Ethnicity: Hispanic/Latino

I am Hispanic/Latino** Select either "Yes" or "No" to indicate whether or not you are Hispanic or Latino.
If you answer "No", you can select your ethnicity on the next page.

Action Buttons

There are several buttons on this page:

Edit Veteran Status Each line in the Veteran Information section has an "Edit..." button that you can click on to load the Veteran Status to the Veteran Status Information Update Page to change or delete it.
Add a New Veteran Status Click on this button to add a new Veteran Status to the list. The Veteran Status Information Update Page will load.
 
Continue Click on this button to continue.
If you selected "No" for the Hispanic/Latino ethnicity, the Ethnicity Page loads.
If you selected "Yes" for the Hispanic/Latino ethnicity, you will go straight to the Confirmation Page.
Back Click this button to return to Page 1 of the Personal Update.
Exit Process Click this button at any time to cancel changes and return to the eTrac main menu.

Veteran Information Update Page

You can reach the Veteran Information page by clicking on the "Add a New Veteran Status" button on Page 2 of the Personal Information Update. The Veteran Information Update page allows you to select a veteran status to include in your veteran listings.

Instructions

Adding a New Veteran Status:

  1. Select a Veteran Status that is not already listed in the Veteran Status section on the main Personal Information page.
  2. Click on the "Save Changes..." button. The new veteran status will now be listed in the Veteran Status section on the main Personal Information Page.
  3. The "Save Changes..." button only lists the new Veteran Status onto the Personal Information web page. When you are finished making all changes with your Personal Information, be sure to click on the "Submit Update" button on the Confirmation Review Page to send your changes to the system.

Deleting an Existing Veteran Status:

  1. Click on the "Delete this item..." button. The veteran status will now be removed from the Veteran Status section on the main Personal Information Page.
  2. The "Delete..." button only removes the item from the new Veteran Status section on the Personal Information web page. When you are finished making all changes with your Personal Information, be sure to click on the "Submit Update" button on the Confirmation Review Page to send your changes to the system.

Selection Field

This section displays all the changes you just made:

Veteran Status Select a veteran status.

Action Buttons

There are 3 buttons near the bottom of this page:

Save Changes and Return to Summary Click on this button to load the new Veteran Status onto the Veteran Status section on the Personal Information Page 2.
Exit - Do Not Save Changes Click on this button to return to the Personal Information Page 2 without making any changes.
Delete this item and Return to Summary Click on this button to remove an existing Veteran Status from the Personal Information Page.

Ethnicity Page

The Ethnicity Page appears only if you selected "No" for the Hispanic/Latino ethnicity on the Personal Information Update Page 2.

Instructions

  1. Select either "Yes" or "No" to indicate whether or not the ethnicity that applies to you. Select all the ethinicities that apply.
  2. Click on the "Continue" button. The Confirmation Page will load.

Ethnicity Selection

Select either "Yes" or "No" to indicate whether or not the ethnicity that applies to you. You may select more than one ethnicity if you are multi-ethnic.

Action Buttons

The following buttons appear near the bottom of the page:

Continue Click on this button to continue to the Confirmation Review Page.
Back Click this button to return to Page 2 of the Personal Update.
Back to First Page Click this button to return to Page 1 of the Personal Update.
Exit Process Click this button at any time to cancel changes and return to the eTrac main menu.

Confirmation Review Page

The Confirmation Review page displays your changes for review before final submission to the system. Any changes you made will not be saved in the system until after you click on the "Submit Update" button on this page.

Instructions

Employee Information Section

The top section of this page displays your basic Employee information again.

Update Information Section

This section displays all the changes you just made:

Description  This column lists the name of the item of information that you want to change.
Current Information  This column shows the data for that item that is currently in your personnel record.
Updated Information  This column displays the change you want to make to this item.

Action Buttons

There are 3 buttons near the bottom of this page:

Submit Update When you are satisfied with your changes, click on this button to save them to your personnel record.
Back Click this button to return to Page 2 of the Personal Update.
Back to First Page Click this button to return to Page 1 of the Personal Update.
Exit Process... Click this button to cancel all changes and return to the eTrac main menu.

Message Page

The message page confirms that you have successfully updated your personal information to your employee record in the system.

Action Buttons

The following buttons appear near the bottom of this page:

Back Click this button to return to Page 1 of the Personal Update.
Exit Process Click this button to return to the eTrac main menu.