Update Personal Information Help

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.

Update Personal Information Page

Instructions

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.
Look over your personal information.
Make any necessary changes.
Some sections require going to a specialized update page. See the instructions on the section update pages for more information.
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 "Submit for Confirmation" button. You will see the Update Confirmation Page

Employee Information Section

The top section of this page displays your basic Employee information, and is repeated on each 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 it how your name appears on record in the system. If this needs to be corrected, contact your Home Department Coordinator.
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 the home department in which you work.
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 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.
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.

Personal Information Update Section

The information shown on the page is the data that is currently in your 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 are for internal use only and changes made here are 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.
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.
Ethnicity	**	Indicate your ethnicity. If you prefer, you may select "Decline to State."
Country of Citizenship	**	Indicate your country of citizenship.
Date of Birth	**	Enter your birthdate in the format MM/DD/YYYY.
Salutation	**	Select your salutation.
Preferred First Name	**	Enter a first name that you prefer to use, which may be different from your legal first name.
Preferred Last Name	**	Enter a last name that you prefer to use, which may be different from your legal last name.
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.

Veteran Information Section

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

Instructions:

To add a new Veteran Status, click on the "Add a New Veteran Status" button. The Veteran Information Update Page will load for you to select a new Veteran Status.
To change or remove a Veteran Status, click on the "Edit Veteran Status..." button for that line. The Veteran Information Update Page will load with the current Veteran status which you can edit or delete.

Field:

Veteran Status

This column lists your Veteran Status.

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:

To add a new dependent, click on the "Add a New Dependent" button. The Dependent Information Update Page will load for you to select a new dependent.
To remove a dependent, click on the "Delete Dependent..." button for that line. The page will reload with that dependent removed from your list.

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 the your emergency contacts. Before you can add an emergency contatct 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:

To add a new emergency contact, click on the "Add a New Emergency Contact" button. The Emergency Contact Information Update Page will load for you to select a new emergency contact.
To remove an emergency contact, click on the "Delete Emergency Contact..." button for that line. The page will reload with that person removed from your list.

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:

Edit Veteran Status		Each line in the Veteran Information section has an "Edit..." button which 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.
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.

Submit for Confirmation		Click on this button after making your changes. The system will load the Personal Information Update Confirmation Page.
Exit Process		Click this button at any time to cancel changes and return to the eTrac main menu.

Veteran Information Update Page

The Veteran Information Update page allows you to select a veteran status to include in your veteran listings.

Instructions

Adding a New Veteran Status:

Select a Veteran Status that is not already listed in the Veteran Status section on the main Personal Information page.
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.
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 Update Page to send your changes to the system.

Editing an Existing Veteran Status:

When you clicked on the item's "Edit..." button, the Veteran Information Update page loads with the selected Veteran Status displaying in the selection box. Select a different Veteran Status that is not already listed in the Veteran Status section on the main Personal Information page.
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.
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 Update Page to send your changes to the system.

Deleting an Existing Veteran Status:

When you clicked on the item's "Edit..." button, the Veteran Information Update page loads with the selected Veteran Status displaying in the selection box. Do not change this selection.
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.
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 Update 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. Be sure to click on the "Submit Update" button on the Confirmation Update 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 Veteran Status from the Personal Information Page. Be sure to click on the "Submit Update" button on the Confirmation Update Page to send your changes to the system when you are finished changing your Personal Information.

Dependent Information Page

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 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 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:

Select a dependent.
Click on the "Save Changes..." button. The new dependent will now be listed in the Dependents section on the Personal Information Page.
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 Update Page to send your changes to the system.

Deleting an Existing Dependent:

Return to the Dependents section on the Personal Information Page.
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 Update 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 Update Page to send your changes to the system when you are finished changing your Personal Information.

Emergency Contact Information Page

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 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:

Select a person for your emergency contact.
Click on the "Save Changes..." button. The new person will now be listed in the Emergency Contacts section on the Personal Information Page.
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 Update Page to send your changes to the system.

Deleting an Existing Emergency Contact:

Return to the Emergency Contact section on the Personal Information Page.
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 Update 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 Update Page to send your changes to the system when you are finished changing your Personal Information.

Personal Information Update Confirmation Page

The Personal Information Update Confirmation 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

If you are sure you want to make the displayed changes, click on the "Submit Update" button. You will receive an email confirmation indicating that you changed your Personal Information.
If you want to make further changes, click on the "Return to Page 1" button . You will return to the Personal Information Page.
If you want to cancel all changes, click on the "Exit Process" button. You will return to the eTrac main menu.

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		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.
Return to Page 1...		Clicking on this button will return you to the Update Personal Information Page where you may make further changes before submitting them to the system.
Exit Process...		Click this button to cancel all changes and return to the eTrac main menu.