Demographic Change

This action is used to update or correct the following demographic data: 

·      Name

·      Birthdate

·      Citizenship

·      Gender

·      Alien Reg. Num

·      Immigration work Elgbl. Exp. Date

·      Transfer from other State Agency  

For general information on screen navigation, buttons, and features, click here.

To access the EPAWeb User Guide Table of Contents, click here.

• Screen shot and field descriptions
• Business Rules
• Routing Rules

Screen shot and field descriptions

Field Name	Description	Format
Effective Date	Date that the action is to occur in the payroll system.	MM/DD/YYYY (ex. 01/31/2005)
Last Name	Enter the employee's legal last name as it appears on the Social Security Card. If the name includes Jr., Sr., III, etc., it should be included in the last name field (ex. Smith Jr) with NO punctuation marks.	*Must be an alpha value with no punctuation unless the name is hyphenated.    Examples:     Smith III                      Jones Jr                      Mason-Graham                      O Shea
UNC Student	Registered UNC Student - will interface with SIS to verify.	Y- Yes; N- No
First Name	Enter the employee's legal first name. No nicknames allowed	Must be an alpha value with no punctuation
Middle Initial	Enter the employee's legal middle name or initial.	Must be an alpha value with no punctuation
Birthdate	Enter the employee's date of birth. No future dates	MM/DD/YYYY (ex. 01/31/2005)
Gender	The gender/sex code of the person.	M = Male F = Female
Ethnicity	The ethnic code of the person.	1 = White 2 = Black 3 = American Indian or Alaskan Native 4 = Asian or Pacific Islander 5 = Hispanic.
Citizenship	Employment Eligibility Verification," Form I-9, must be attached to the EPAWeb PIF for each new employee.	C = Citizen R = Resident Alien N = Non-Resident Alien
Alien Reg Number	Number assigned when permanent residence is received. Begins with A-______	A1234567890
Immigration Work Elgbl. Exp. Date	Required if not US Citizen Must be a valid date – future, current, or past	MM/DD/YYYY (ex. 01/01/2005)
Transfer from other State Agency	This action code is used for a new EPA appointment at the University if an individual is transferring from another state agency or state institution This includes the North Carolina Memorial Hospital or any one of the constituent institutions of the University of North Carolina.	Y = Yes N = No
Comments	open field for justifications	Free form entry

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Business Rules

·        Supporting documentation should be forwarded to the HR Records & Data Management department at 104 Airport Drive, Suite 1300, CB# 1045 for all name changes.

·        Supporting documentation can be a copy of the employees Social Security card, marriage certificate, or divorce decree.

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Routing Rules

Approval/notification routing for actions prepared in the EPAWeb Personnel Action System is determined by:

·      What type of EPA appointment the employee has

·      What type of action is prepared

·      Which department initiates the action (for employees with joint appointments)

·      How routing is setup for the department(s) involved.

Listed below are special routing rules for this type of action. For more detailed information on approval/notification routing, click here.

·      Name changes must route through the Benefits office when the action reaches it’s final level of approvals.

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