University Payroll Office
Social Security Number Changes

A. Purpose

This Statement provides campus departments and units a procedure for changing an employee's existing social security number in PICS.

B. General Guidelines/Applicable Policies

1. A copy of the employee's social security card must be submitted to the Payroll Office before Payroll approval can be granted. Copies should be marked personal/confidential and sent to the University Payroll Office, Box 7233, Campus. We highly recommend that departments submit the copy rather than the employee.

2. When the Payroll Office reviews and approves the request, the social security number change will be processed that night in PICS. This process will update the following:

o SPA assignments
o EPA assignments
o Grad assignments
o Temporary assignments

3. The system will notify departments that the change has been made. The system will generate an informational personnel action form that will be routed to the appropriate division level in the PICS directory.

4. During the time between the department's request to change an employee's number and the actual approval from the Payroll Office, personnel actions still may be entered against the "OLD" social security number. When the Payroll Office approves the SSN CHANGE request, any pending or old personnel actions automatically will be changed to the new number.

1. Select (PF6) SSN CHANGES on the PICS Main Menu screen. The system then will display a blank input screen.

2. CURRENT SSN -- Enter employee's existing social security number.

3. NEW SSN -- Enter the employee's correct social security number as documented by the employee's social security card. Press PF3 to create (Update) the action. If, at this point, you get message "SSN already exists or is invalid", stop process and call Sandra Williams, extension 5-4301.

4. INITIATOR APPR -- Enter an "A" in the department's approval field.

5. Press PF10 to Approve the action. The action then will be sent automatically to the Payroll Office for approval.