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PPS System Releases & Updates

Employee ID Conversion - Information for Employees

| Background |Q&A | Logistics and General Information | Employee ID Cards | Library Barcode | Impact | Local Databases | Additional Questions |

Background

UC Santa Cruz has embarked on a project to implement employee identification numbers (EID) that are not based on individual Social Security Numbers (SSN). This project is in response to growing community concerns regarding confidentiality and privacy issues. ID numbers for academic, staff, and student employees in the Payroll/Personnel System (PPS) will be converted to a randomly generated 9-digit number through a mass, one-time process.

The new EID is a unique, nonpersonal identifier that can be collected and used for appropriate business needs. All campus units should make every effort to transition from SSN to EID in local data collection systems.

Q & A

Following are answers to some questions that have come up in anticipation of this conversion.

Logistics and General Information:

Q: When will the Employee ID conversion happen?
A: The Payroll System change is scheduled to take place the weekend of November 2 - 3, 2002.

Q: Does the Employee ID conversion apply to student employees?
A: The Employee ID conversion applies to all UCSC employees, both student and non-student.

Q: What is the format of the new Employee ID number?
A: All UCSC Employee ID numbers will be 9-digit numbers that begins with a 7. The next seven digits are randomly generated. The final digit is a "check number" to verify the validity of the ID number..

Q: How and when will I find out what my new Employee ID number is?
A: Your new ID number will appear on your Surepay statement or paper check stub on November 27, 2002, and thereafter.

Q: How will new and rehired employees find out what their Employee ID number is?
A: New and rehired employees who begin their employment at UCSC after November 3, 2002 will find their Employee ID number on their first Surepay statement or paper check stub.

Employee ID Cards:

Q: Will I need a new Employee ID Card?
A: Your current employee identification card will still be valid. You may write or type the new employee ID on the front or back of your identification card. This will not invalidate your ID card. You also will not invalidate the card if you line through, or white out, your old employee ID. Any other changes to an employee ID card (e.g. name change, end date, etc.) will need to be handled in your Service Center.

Q: Can I get a new Employee ID Card if I want to?
A: If you wish, you may request a new employee ID card from your Service Center.

Q: How will Employee ID Cards work for new and rehired employees, since they won't know their Employee ID number until they receive their first paycheck or Surepay statement?
A: New and rehired employees hired after November 3, 2002 will receive an Employee ID Card with the Employee ID number left blank. These employees will be instructed by Human Resources to fill in their Employee ID number after receiving their first paycheck or Surepay statement.

Library Barcode:

Q: I want a Library barcode, but I am a new employee and don't know my Employee ID number yet. Do I have to wait until I receive my first paycheck to get a barcode?
A: No. New and rehired employees will be able to obtain a Library barcode without an Employee ID. Also, the Library has been asked not to laminate Employee ID Cards without Employee ID numbers in order to give new employees time to receive their first paycheck or Surepay statement and enter their Employee ID number on their ID Card..

The Impact of the Employee ID Number Conversion:

Q: Will I need to know my Employee ID number?
A: We recommend you keep track of your new employee ID; you may need to use this new number to complete various UC documents.

Q: Will the Employee ID conversion affect my payroll deductions or direct deposit?
A: No. Already-existing payroll deductions and direct deposit will not change after the conversion.

Q: What about electronic transactions that used to use Social Security Number, like bencom?
A: Electronic transactions using bencom.fone, At Your Service, UC For Yourself and the Open Enrollment Action Line will continue to be accessible through the use of your SSN and PIN. These systems do not refer to employee ID numbers.

Q: What will happen with the systems at UCOP, like the UCRS?
A: The Office of the President will convert existing ID numbers to the new Employee ID numbers for UCSC employees in the UC Retirement System and related plans, the Corporate Personnel System and the University-wide Directory System.

Local Databases:

Q: My office has its own database/data collection system that includes Social Security Number. How do we change it over to use the new Employee ID number instead?
A: Doug Patten can help you convert your local data collection system from SSN to Employee ID. He can be reached at djpatten@ucsc.edu or at x 9-4223.

Additional Questions:

Q: I still have questions. Who should I ask?
A: Questions can be directed to your Service Center.