Contacts and Dependents

Human Resources > Workforce Administration > Search > Employee > Personal

The grid in this section contains an employee's contacts and dependents data, including beneficiaries and the primary contact.

Note: Dependent information is used to set up appropriate benefit plans, send COBRA letters and determine age eligibility and qualifications for benefits. Dependent social security numbers also are passed to benefit providers.

Each contact or dependent corresponds to a row in the grid, with the primary contact appearing in the top row. Remaining rows are sorted alphabetically by Contact Name. At least one primary contact per employee is required.

A lock icon displays for beneficiaries and dependents if the user does not have permission to the applicable security components.

Contact/Dependent/Beneficiary Detail Section

Note: The title of the detail section and availability of check boxes reflects the permissions you have set up in Maintenance.

The following table contains descriptions of the fields in the Contact/Dependent/Beneficiary Detail section:

Field	Description
Title	Prefix or suffix added to the contact's or dependent's name. Click in the field to select from a list of titles. The titles are part of a validation set in Maintenance. To add a title to the validation set, hold down the <Ctrl> key, and click in the field. The Validation Set Value List pop-up for the field opens.
First Name	Required. May contain 20 characters.
Middle Name	May contain 20 characters.
Last Name	Required. May contain 50 characters.
Suffix	Contact's or dependent's name suffix, such as Sr., Jr., if applicable. Click in the field to select from a list of valid suffixes.
Same Address as Employee	If checked, address information populates with the employee's home address and is read-only.
Address	Contact's or dependent's complete address. The first line of the address and the Zip, City and State are required. An entry in the Zip field automatically populates the City and State fields with the appropriate entries. Click in the Zip or State field to select from a list of valid entries.
Zip
City
State
Email Address	Contact's or dependent's e-mail address. The entry must contain the at symbol (@) and the period (.) in the appropriate places—for example, ktaylor@jackpine.com.
Primary Contact	First person to contact in matters related to employee. Select only one Primary Contact. Checking this box automatically checks and disables Emergency Contact. Only one person may be designated as the primary contact. A Primary Contact also must have a Primary Phone Number entered. To enter the phone number, click the Phone button. This check box is disabled if you have permissions to dependents or beneficiaries only.
Emergency Contact	First person to contact in case of emergency involving employee. An Emergency Contact also must have a Primary Phone Number entered. To enter the phone number, click the Phone button. An employee may have multiple emergency contacts. This check box is disabled if you have permissions to dependents or beneficiaries only.
Beneficiary	Identifies the person as a beneficiary of the selected employee's benefit plan, thus tying to Benefits Administration. A beneficiary who has been assigned to coverage cannot be deleted from this page. This check box is disabled if you have permissions to contacts or dependents.
Dependent	Identifies the person as a dependent of the selected employee. This data also ties to Benefits Administration. If this box is checked, Relationship, Gender and Date of Birth are required. A dependent who has been assigned to coverage in the Benefit Plans section of the Payroll Data tab cannot be deleted from this page. This check box is disabled if you have permissions to contacts or beneficiaries only.
Relationship	Dependent's or beneficiary's relationship to selected employee. This entry is required for a dependent. Click in the field to select from a list of valid entries.
Date of Birth	Contact's or dependent's date of birth. This entry is required for a dependent.
Social Security Number	Social security number of the contact or dependent.
Gender	Required if Dependent is checked.
Student	Identifies whether the dependent also is a full-time college student.
Status	Tells whether the contact or dependent is actively tied to the employee record. The available selections are Active and Inactive. Changing Status from Active to Inactive enables and requires the Reason Inactivated.
Status Date	Date the contact's or dependent's Status was established. For new records, this field defaults with today's date.
Reason Inactivated	Enabled if Status is changed to Inactive, reason for the inactivation. Click in the field to select from a list of valid reasons.
Comments	Free-form text related to contact or dependent.

To add a phone number for the selected contact or dependent, click the Phone button located in the Contacts/Dependents Detail section header. A pop-up opens, containing fields for entering phone information. These fields are the same as those in the Phone Numbers section of the Personal tab.

If you do not want to save your entries, click Cancel. If you are satisfied with your entries, click Save. The Contact/Dependent data updates, as does the grid.

To save your entries, update the grid and clear the Contact/Dependent Detail section for the entry of another contact or dependent, click Save/New.