EID ASSIGNMENT

Background
Establishing an EID in EEID during a New Hire
       No potential matches in PPS
       A potential match in PPS (the IDBR function appears)
Rehiring an employee who is no longer on the current EDB
Modifying the information on EEID during a New Hire
Using EEID during a Rehire

BACKGROUND

The use of randomly generated employee ID numbers requires an "ID Number Subsystem" in PPS. Within this subsystem is an IID database that includes an entry for all employees in inquiry and history. Each time a hire action is entered, the system will automatically add an entry to IID for that employee.

The objective of automatic ID assignment and the IID database is to ensure, among other things, that an individual's data is associated with only one ID number, even if that individual works for the campus, separates, falls off the EDB, and then is rehired.

Behind the scenes, every time an EEID screen is processed during a New Hire, the system searches the IID database for entries with the same attributes that you just filled in. If the name, SSN, and birthdate you entered are unique and not found in the IID database, you'll continue the Hire process without being aware of this checking. After entering name, SSN, and birthdate on the EEID function, press <enter> and the system will assign a new random ID number.

Let's say however that you have a situation where you are rehiring an employee who is no longer on the current EDB, but who used to work at UCSC. You would use one of the HIRE Bundles and enter the name, SSN, and birthdate on the EEID screen and press <enter>, as usual. If the system finds attributes in the IID database like those you entered, it will display a screen showing one or more potential matches. The idea is that at this point you could say, "Oh my goodness, I forgot -- or never knew -- that the person I'm hiring has previously been employed at UCSC." You would then select the appropriate entry, causing the system to assign the old random ID number for your new hire, thus maintaining continuity of records under a single ID. This is handy for online history inquiry and for PAR records. On the other hand, you could also select "none of the above," if none of the potential matches are correct, and the system will assign a new EID to your employee.

ESTABLISHING AN EID IN EEID DURING A NEW HIRE

When an employee is initially hired, the New Hire Bundle is used to establish the employee’s record on the EDB. The first function in the New Hire Bundle is the "Employee Identification" (EEID) function. On this function, you enter the employee’s social security number, complete name and birthdate. Once you have done this, press <Enter>, and one of two things will happen:

Scenario #1 (no potential matches in PPS's ID system):

If there are no potential matches for this employee in PPS's ID system, a new employee ID number will be assigned to the employee when you press <Enter>.

• You will see that has an EID been assigned.
• Press <F11> to proceed in the New Hire Bundle.

Scenario #2 (a potential match in PPS's ID system):

If, after entering the employee's information in EEID, you are brought to the "ID Browse Select" (IDBR) screen, the employee may already be in PPS (though not necessarily in the current EDB).

• If there is a match on the IDBR screen, select the matching employee and press <F3> to return to the EEID function. See the example below for details.
• If there is no match on the IDBR screen, select “NONE OF THE ABOVE - ASSIGN NEW ID” at the bottom and press <F3> to return to the EEID function. See the example below for details.

EXAMPLE:
We are hiring Sally Banana Slug, DOB: 01/01/49, SSN: 555-55-5555 using a New Hire Bundle. At the Employee Identification function (EEID), we enter her information and press <Enter>. We are taken to the "ID Browse Select" (IDBR) screen.

This means that Sally may already be in PPS. Check the displayed employee’s name, SSN, and birthdate. (There may be more than one possible match displayed.) If there is a match, do the following:

1. Type “s” (for "select") in the ‘SEL’ column next to the matching employee (Sally Slug, in this case), and press <Enter>.
2. Press <F3> to return to the EEID function.
3. Possibility #1: If Sally Slug is not on the current EDB, she will be assigned her former EID and you can press <F11> to proceed in the New Hire Bundle.
   
   Possibility #2 (see screen shot below): If Sally Slug IS on the current EDB, you will get a message at the bottom of the EEID screen stating, "P0620 New Employee ID Number invalid or already on EDB" (see below), and you will not be able to continue in the HIRE bundle. If this occurs, press <F2> twice to cancel the transaction and go to the appropriate REHIRE bundle (Academic or Staff) in order to proceed.

   

If there are no proper matches on the IDBR screen, it means that Sally Slug is not in the system yet, and you would do the following:

1. Type “s” in the ‘SEL’ column next to “NONE OF THE ABOVE - ASSIGN NEW ID” and press <Enter>.
2. Press <F3> to return to the EEID function.
3. You will see that Sally has been assigned an EID.
4. Press <F11> to proceed in the New Hire Bundle.

REHIRING AN EMPLOYEE WHO IS NO LONGER ON THE CURRENT EDB

In this situation, you are rehiring an employee who is no longer on the current EDB, but who you know used to work at UCSC. You would use one of the HIRE Bundles (since the employee is not on the EDB) and enter the name, SSN, and birthdate on the EEID screen and press <Enter>.

The system should display the "ID Browse Select" (IDBR) screen with one or more potential employee matches along with the message, "U0010 Data entered is not unique - select correct match." (see screen shot below).

You would select the correct match, if one exists. Otherwise, select the “NONE OF THE ABOVE - ASSIGN NEW ID" option. (You can't get out of this screen unless you select something.) To select, type “s” in the ‘SEL’ column and press <Enter>. Then,

1. Press <F3> to return to the EEID function.
2. Press <F11> to proceed in the New Hire Bundle.

MODIFYING THE INFORMATION ON EEID DURING A NEW HIRE

The assignment of the employee's ID number is critical to the functioning of the Payroll/Personnel System. Every element on the EEID function must be correct to guarantee that the ID assignment process produces a number that is uniquely and accurately defined.

When you are processing a New Hire, if, after the EID has been assigned, you discover that you have made an error on the EEID function so that the new employee's Social Security Number, Name or Birthdate are not perfectly recorded, CANCEL the transaction by pressing the F2 key twice.  Do NOT go back and correct the information on the EEID function from within the New Hire Bundle. Doing this will result in the generation of a second EID for the employee.

After the employee has been assigned an employee number, any subsequent changes that need to be processed with regard to the employee’s social security number, name or birthdate must be entered on the individual EEID function (outside of the New Hire Bundle) AFTER the new hire is complete. Note: See Section 4.4 of the PPS User Manual for instructions regarding SSN changes.

USING EEID DURING A REHIRE

The first function in the Rehire Bundle is the "Employee Identification" (EEID) function. On this function, you enter the employee’s Employee ID Number (EID) and press <Enter>. Assuming the employee is in the EDB, the other fields of the EEID function will populate with the employee's information.

If the employee is not in the EDB, you will see the following message at the bottom of the EEID screen after you hit <Enter>: "P0642 Employee Id Entered For Rehire Is Not On EDB" (see screen shot below).

This means that you cannot proceed with the Rehire; you have to do a New Hire for this employee, even if he or she was employed by the University at some time in the past.

Note: You must enter the employee's EID on the EEID function for a Rehire. The system may populate the fields if you enter other employee data on this function, such as SSN, Name, and DOB, but you will still get the "P0642 Employee Id Entered For Rehire Is Not On EDB" error message if you do not manually enter an EID that matches one on the EDB, and you will not be able to proceed with the Rehire.

Last Updated: 11/25/2008