Employee Information, Address - IPOPS Personnel Actions

Purpose:  This action allows an agency to create Employee Base Information for new employee or make changes/updates to existing employees.  The Employee Base Information action can be used in two different ways.  First, the employee base information must be filled out when hiring a new employee or when reappointing an employee that is on the 'Term' file.  Second, IPOPS users may use the Employee Base Information action to make updates to the employee's record (an example - name change, address change, etc.).  Updates can also be created for terminated employees who have been paid within the current calendar year or terminated in the prior year.
 
Name & Address changes submitted by the agency originator will be processed when the effective date is within the current payroll processing period.
 
Tip - When making changes/updates to an existing employee, only make changes to the fields that are truly changing.
 
FILLING OUT THE FORM
 
Fields that are mandatory will have yellow font and must be completed before the document can be submitted or sent to the next reviewer/approver. 
 
Effective Date - This is the date the Employee Information/Address action is to become effective.  Click the drop-down list and choose from a total of 13 (thirteen) pay period begin dates. This includes the first pay period begin date that has not been processed and twelve pay period begin dates in the future.
 
 
 
When updating an employee's information, only make changes to the data that is changing.
 

 
 
Last Name and Appendage (Required) when creating a new hire or rehire with a name change.  (Optional) when making other changes on the Base Information Update action. It should appear exactly as it does on employee's social security card.  Hyphenated names - use a hyphen. Special characters are not allowed in the first byte of this field.  Examples of some appendages include Jr, Sr, III, etc.  Do not use punctuation after the appendage. If it becomes necessary to remove the appendage, type in an (*) asterisk in the first byte of this field. The last name must be entered when removing an existing appendage.  The last name field has a 22 character maximum.
 
First Name (Optional) First Name should appear exactly as it does on the employee's social security card. This field can be blank if the employee does not have a recorded first name on their social security card.  If it becomes necessary to remove the first name, type in an (*) asterisk in the first byte of this field.  The first name field has a 14 character maximum.
 
Middle Name (Optional) Middle Name should appear exactly as it does on the employee's social security card. This field can be blank if the employee does not have a recorded middle name on their social security card. If it becomes necessary to remove the middle name, type an (*) asterisk in the first byte of this field.
 
Remember - When entering information into a name field, do not use a space or a dash in the first byte.  If a space or dash is entered, an error will be displayed.
 
Mailing Address (Optional) An employee's street, route, P.O. Box, etc. If there is no address, enter 'General Delivery'.
 
Mailing City (Optional) The employee's mailing city.
 
Mailing State (Optional) A two digit numeric code assigned to each state. '11' is the assigned code for Idaho. In the IPOPS application all of the states are listed on a drop-down list to choose from. Select the appropriate mailing state.
 
Zip Code (Optional) The zip code is mandatory.
 
Birthdate (Optional) Enter the employee's birthdate. The numeric birthdate should be in the following format: MM/DD/CCYY.  A person must be at least 12 years old to be eligible for hire.  A warning will be displayed when a person is between the ages of 12 and 15 or over 65 years of age.
 
Gender (Optional) Enter the employee's gender from the drop-down list.
 
F = Female
M = Male
 
Race (Optional) Enter the employee's race from the drop-down list. This is a code that identifies the race to which an employee is affiliated with.
 
A = White, Not of Hispanic Origin - all persons having origins in any of the original peoples of Europe, North Africa or the Middle East.
 
B = Black, Not of Hispanic Origin - all persons having origins in any of the Black racial groups.
 
C = Hispanic - all persons of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race.
 
D = Asian or Pacific Islanders - all persons having origins in any of the original peoples of the Far East, Southeast Asia, or the Pacific Islands.  This area includes, for example, China, Japan, Korea, the Philippine Islands, Indian Subcontinent and Samoa.
 
E = American Indian or Alaskan Native - all persons who have origins in any of the original peoples of North America.
 
Note: Gender and Race - The State of Idaho is required by Federal Law to maintain these fields and to file an annual report using this information.  This information is collected for this purpose.  You may request this information from the newly hired employee.  If he or she chooses not to indicate gender or race, you may visually identify the race or gender.  For reporting purposes, an employee should be included in the group to which he or she appears to belong, identifies with, or is regarded in the community as belonging.
 
 
Assigned Location (Optional) Select the employee's work location from the drop-down list. Complete list of the cities with four digit code
 
 
Vet Status (Optional) Define the employee's veterans' status by selecting from the drop-down list.
 
N = No, Not a Veteran
Y = Yes, Is a Veteran
 
Vet Type (Optional) Select the appropriate code that identifies the veteran type from the drop-down list.
           
SD - SPECIAL DISABLED VETERAN means:  (A) A veteran who is entitled to compensation (or who, but for the receipt of military retired pay, would be entitled to compensation) under laws administered by the Department of Veterans’ Affairs for a disability: (i) rated at 30% or more; OR (ii) rated at 10% or 20% if the veteran has been determined under Section 1506 of Title 38, U.S.C. to have a serious employment disability; OR (B) A person who was discharged or released from active duty because of a service connected disability.
 
VV - VETERAN OF THE VIETNAM ERA means a person who:  (A) Served on active duty for more than 180 days AND was discharged or released from the military where any part of your active duty was performed:  (i) in the Republic of Vietnam between February 28, 1961 and May 7, 1975; OR (ii) in any other part of the world between August 5, 1964, and May 7, 1975; OR (B) was discharged or released from active duty for a service connected disability if any part of such active duty was performed; (i) in the Republic of Vietnam between February 28, 1961, and May 7, 1975; OR (ii) in any other part of the world between August 5, 1964 and May 7, 1975.
 
EV - OTHER VETERANS means a veteran who served on active duty during a war or in a campaign or expedition for which a campaign badge has been authorized.
 
NS - NEWLY SEPARATED VETERAN means a veteran who:  (A) Served on active duty in the United States military, ground, naval, or air service, and (B) Was discharged or released from active duty less than one year before today’s date.
 
NA - NOT APPLICABLE means a person who is a veteran but is not described in any of the four categories listed above.
 
Note: If more than one category is chosen, use this link to identify the appropriate Veteran Type Code. 
 
View Online Pay Stub (Optional) You may change an existing employee's ' View Pay Stub' switch by making a selection from the drop-down list.  This field will default to 'Y' on all new hire and re-hire actions.
 
            Y = Yes, view pay stubs online
            N = No, do not view pay stubs online
 
E-mail Address  (Mandatory)  State issued e-mails are preferred, for example:
           
            employeename@sco.idaho.gov
 
Note: Agencies 512, 513, and 514 are excluded from the email address requirements.
 
You can change an existing e-mail or add a new e-mail address for an employee.
 
If the employee does not have an e-mail address, either use a generic one for your agency or enter a designated e-mail, such as your central payroll officer's e-mail address.
 
Note:  IPOPS does not verify that the e-mail entered is valid; however, it is important to enter a valid e-mail address.  Invalid e-mail addresses will cause issues with other SCO Web applications (currently I-Time).
 
 
Pay Location
There are two different ways to make pay location changes within IPOPS. First, the Employee Base Information action (Name and Address Change) may be used.  When creating pay location changes on the Employee Base Information action, you have the capability of changing the pay location solely. If you only need to change an employee's pay location, the Employee Base Information is the best solution.  It may be necessary to make a position control update when changing an employee's pay location.
 
 

 
Agencies that are pay location driven in IPOPS, select the new pay location on the Personnel Menu screen.  Agencies that have pay locations and are not pay location driven in IPOPS may select the new pay location within the document. Those agencies that are not pay location driven in IPOPS may also enter an asterisk to remove the pay location.
 
Second, you may code pay location changes when using Appointments, Appointment Updates, Miscellaneous Appointment Updates, Miscellaneous Updates, Rate/Salary Updates and Reclassifications.
 

 
 
Routing:
 
  • This document does not require an authorized signature.
  • You may route this document internally for review if necessary. Click on the 'Send' drop down list to select the appropriate internal approver and then click the 'Send' button.
  • To send this document directly to the Division of Statewide Payroll (DSP), click the 'Submit' button. The document will be in an 'Awaiting-Release' status.