HR Update - FY 19 Issue 05
Issue Date: June 18, 2019
In This Issue
- Update to Pre-Employment Certification Form
- Updating Employee Directory Information
- Guidance for Updating Your Home and Mailing Addresses in IRIS Employee Self Service (ESS)
- Leave Guidance for State of Alaska Employees Interviewing for State Positions
- Training and Development Online Courses Moving to SharePoint
Update to Pre-Employment Certification Form
By Recruitment Services
The Pre-Employment Certification form (PDF) has been updated to help ensure that the appropriate information gets entered into the State payroll system, IRIS HRM, for a new employee. It is important that applicants provide correct and complete information initially as mistakes or incomplete information can cause issues after they get hired; especially, if the name or social security number gets entered into IRIS HRM incorrectly.
It is critical that the social security number is entered correctly for the employee because errors can impact payroll processing and tax reporting. While an SSN error can be corrected after initial entry, it can mean a significant amount of work by Payroll staff in the Division of Finance to correct the mistake.
If the SSN or Employee ID does not get entered on the Pre-Employment Certification form that can affect the employee getting set up in IRIS HRM initially. For a new employee to the state it would mean that the employee will not get set up prior to their start date, which means they will not have a directory (LDAP) record or email set up on their first day.
Error in entering employee name information can affect the employee’s LDAP record including username and email, as well as delay updates to the white pages and LDAP record. Delaying updates to the employee’s LDAP record can affect the employee’s access to various systems, folders, etc. Corrections to this information requires intervention by Payroll and Agency Directory Administrator staff.
Mistakes made when filling out the Pre-Employment Certification are generally not found until the inaccurate information has already been keyed into IRIS HRM. Ensuring that applicants fill out the information correctly at the beginning can save time and effort for staff who must work on fixing the problem once the new employee has already started work.
Updating Employee Directory Information
By IRIS and EPIC
There are two versions of the Employee Directory available; the first is most commonly referred to as the Employee White Pages and is accessible to the public, the other version is an Advanced Search which offers more detailed information and is only accessible inside the State of Alaska Network.
Employee White Pages Example
Advanced Search Example
The majority of the information that appears in the Employee Directory comes from information entered into the IRIS Human Resource Management (HRM), the State Payroll’s system, with the exception of Email Address, User ID, Display Name, Fax Number, and Mobile Phone which are all managed directly in the directory.
For the most up to date information on how to update the various information in the Employee Directory please check the Records Update Procedure that is linked from the Employee Directory public facing page. Below is a quick overview of how to update certain information that shows up in the Employee Directory.
| Data Field | Who Updates | Timing | How to Update |
|---|---|---|---|
| Email Address, Display Name (Published Name) |
Department IT Staff | Updates take overnight to interface from IRIS HRM to the directory | Contact the Departmental Enterprise Directory Password Administrator to make the update. |
| Phone Number | Employee | Updates take overnight to interface from IRIS HRM to the directory | Login to IRIS Employee Self Service (ESS) and update Work Phone under Address > Contact Information |
| Fax Number, Mobile Phone |
Employee or Department IT Staff |
Updates are available immediately in the directory | Employees can login to the State Employee Directory and change the Fax or Mobile Phone number. |
| Legal Name Change | DOP-Payroll Staff | Updates take overnight to interface from IRIS HRM to the directory | Admin staff need to submit a PARF with the Proof of Legal Name Change attached to their agency’s DOP-Payroll Services contact |
| Mailing Address, Street Address |
DOP-Payroll Staff or Division of Finance |
Updates take overnight to interface from IRIS HRM to the directory | The addresses listed on the Employee Directory are linked to the Work Location (Contact Code). To make updates the Admin Staff will need to submit a form to either DOP-Payroll Staff or Division of Finance depending on the update. To update the Work Location assigned to the Employee a PARF (PDF) needs to be submitted to the DOP-Payroll Services. To update the address assigned to the Work Location a Department Contact Information Update form will need to be submitted to the Division of Finance Payroll Services section. For additional information please review the HR Update FY 18 Issue 01. |
Guidance for Updating Your Home and Mailing Addresses in IRIS Employee Self Service (ESS)
By EPIC
Active state employees should use IRIS Employee Self Services (IRIS ESS) to update home and mailing addresses used for pay warrants, W-2 forms, supplemental benefits information, PERS / TRS information, and health insurance information. Here is a link to the ESS Reference Guide Page 6 has step-by-step instructions for updating your address.
If you want your home and mailing address to be the same: click the arrow next to home address, type in the correct address and make sure the box next to Same Mailing (above the address lines on the right) is checked. If the box is checked, it will change the information under Mailing address to match the information that you typed in to Home Address. Once you have made the changes, click submit.
If you want your mailing and home address to be different: expand both Home Address and Mailing Address. Make the changes you need in them. Then make sure the box next to Same Mailing is not checked. This is important. If it is still checked, it will just change your mailing address to the same address as your home address. Once you have made those changes and unchecked the Same Mailing box, click Submit.
If you do not have access to IRIS ESS due to seasonal leave without pay or separation, then you’ll need to complete the Address Authorization/Change form, which you can find on the HR Forms website. You’ll need to submit this form to Payroll Services for processing using the contact information here.
Whenever possible use your State of Alaska email when submitting paperwork to Payroll Services as this will verify your identity for them. Note that for separated employees this updates information for pay warrants, layoff notifications, and W-2 forms only. Separated employees must contact the Division of Retirement & Benefits to update benefit addresses.
Leave Guidance for State of Alaska Employees Interviewing for State Positions
By EPIC
It has been a business practice, and in the best interest of the State, to let employees attend State interviews without charging the employee personal/annual leave, as long as it does not become a problem to their business needs or office operations. Supervisory approval is still required. Some departments and/or sections may have a specific form that needs to be approved when an employee goes on an interview. The employee or supervisor should contact their department’s Human Resource office for more assistance.
Training and Development Online Courses Moving to SharePoint
By Training and Development
The Online courses offered by Division of Personnel and Labor Relations Training and Development will be moving to the Microsoft 365 SharePoint site. The big difference for employees will be that they will need to sign into the site using their employee email address and LDAP password in order to access the information. This change allows us to offer the course material to those State Employees not on the State Network. Both the DOPLR Online Courses and the Rapid Learning courses will be available through the SharePoint site with all the same information. This change will be implemented prior to the new training cycle starting in August; more information will be provided at that time.