Enter Personal Data Change Template Transaction

This guide provides step-by-step instructions to enter an employee data change for both a staff and academic employee using the Smart HR Template transaction.

24 steps

Navigate to UCPath [https://ucpath.universityofcalifornia.edu](https://ucpath.universityofcalifornia.edu/home)

On the **Workforce Administration** homepage, click the **HR Tasks** tile.

Cursor hovering over the HR Tasks tile on the Workforce Administration page

On the left navigation pane, expand the **Smart HR Templates** folder.

Cursor hovering over the Smart HR Templates folder in the navigation bar

Select the **Smart HR Transactions** menu option.

Cursor hovering over the Smart HR Transactions page in the navigation bar

Enter Transaction Details

Click the Lookup icon to the right of the **Select Template** field.

Cursor hovering over the Select Template field

Click "UC_PERSON_DATA"

Cursor hovering over the UC Person Data template in the templates list

In the **Effective Date** field, type or select from the calendar icon the date the change should take effect.

Cursor hovering over the effective date field

Click the **Create Transaction** button.

Cursor hovering over the Create Transaction button

Enter the employee's UCPath ID in the **Empl ID** field.

The **Effective Date** field is populated based on the date specified on the previous page. It cannot be changed on this page. The **Action** field is populated based on the template selected on the previous page. It cannot be changed on this page.

If necessary, select an alternate option from the **Address Format** list of values.

Cursor hovering over the Address Format dropdown menu

Click the **Continue** button.

Cursor hovering over the Continue button

Enter New Personal Data

Locate the data that requires updates. Whenever possible, direct the employee to use Employee Self-Service for changes to: - Legal Name or Name - Address - Phone Number - Email Address

Optionally, click the **Click here to Hide Header Details** link to hide the information selected on the previous pages, including the **Template** and **Effective Date.**

Cursor hovering over the Click here to hide header details button

If necessary, update the employee's legal name and/or name.

Refer to this [quick reference guide](https://centralresourceunit.ucla.edu/s/article/Reference-Guide-Name-and-Legal-Name-in-UCPath) for details about Legal Name and Name.

If necessary, update the employee's date of birth. **NOTE:** Date of birth can only be updated using the Personal Data Change template.

Cursor hovering over the Date of Birth field

If necessary, update the National ID field. This update may be necessary if this field was left blank on the employee's hire template.

Cursor hovering over the National ID field

If necessary, update the address, phone number, email address and/or education level.

Address, phone number, email address and education level fields highlighted

Submit Transaction

If needed, use the **Comments** field to include information for UCPath Center WFA Production.

If documentation is available, click the **Supporting Documents** link to attach a supporting document.

Cursor hovering over the Supporting Documents link

In the **Initiator Comments** field, enter specific details regarding the transaction. **NOTE:** Comments entered here appear only with the request; they do not appear on the employee’s record after the transaction is processed to completion. The Initiator Comments field is available on all tabs within this template.

Cursor hovering over the Initiator Comments field

If needed: - Click the **Save for Later** button to return to the transaction later. This will save your data entry and generate a Transaction ID. - Click the **Cancel** button to cancel the transaction.

Save for later and Cancel buttons highlighted

Click the **Save and Submit** button to initiate the UCPath approval process. **NOTE:** The **Save and Submit** button is not available if any required fields are not completed.

Cursor hovering over the Save and Submit button

Submit Confirmation Page

Click the **OK** button.

The template transaction is routed for approval in UCPath and appears in the **Transactions in Progress** section until it is processed.

Selecting a transaction and clicking the **Delete Selected Transactions** button removes the transaction from the approval workflow and the system.