Personal Data Changes & Personnel Notification Forms (PNFs)

Personal Data Changes

Policy

It is the responsibility of each employee to promptly notify Human Resources of any changes in personal data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency, an educational accomplishment, and other such information should be accurate and current at all times. It is also important to update benefits records, including beneficiary designations.

Procedure

If any personal data has changed, the employee should provide updated information as soon as reasonably practical. Change of Address and Emergency Contact Information should be submitted electronically utilizing LORA Self Service. The HR website includes links to tax forms which may be sent to campus box 16 or dropped off in Human Resources on the 4^th floor of Thomas Hall. Change of names will only be processed with legal documentation, i.e. court order, marriage certificate, or divorce degree and a new Social Security Administration (SSA) card or documentation of application for a new card.  Submit this information to the Human Resources Office along with the "change of name" form (which is available in the office). Processing normally takes 3-5 working days. The purpose of this documentation is to ensure that the employee’s Form W-2 or wage and tax report matches the information on file with the SSA.

Personnel Notification Forms (PNFs)

Policy

The electronic Personnel Notification Form (PNF), which is submitted by the respective department, informs Human Resources (HR) of personnel changes/actions such as new hires, separations, transfers, status changes, promotions, account number, one-time payments (see one-time payments policy), leave of absence, etc.

In addition to the above, the PNF provides the necessary information to properly record an employee in the payroll system for a University ID card, email account and payroll assignment. If this form is not received, the HR office does not have a record that an employee has been hired, promoted, transferred, separated or status changed. Failure to turn in a PNF may result in the employee not being paid properly or on time, and/or resulting in overpayment.

Procedure

No PNF will be processed by the HR office without the explicit signature of the respective Department Head or Chair and/or Dean, Provost, or Vice President (or President if deemed necessary) and Budget Review. The PNF approval process is a responsibility that cannot be delegated through a signature proxy. Once the required signature(s) is obtained, the PNF is processed by HR.

Here is the link to the online ePNF system.