Addresses

Human Resources > Workforce Administration > Search > Employee > Personal

The grid in this section contains an employee's address data. It may contain multiple addresses, including home, mailing and other relevant addresses.

Multiple addresses make it possible for an employee to have addresses other than his home address printed on paychecks, W-2s and 1099s.

Each address corresponds to a row in the grid, with the primary address appearing in the top row and checked accordingly. Remaining rows are sorted alphabetically by Address Type. At least one address per employee is required.

To add an address to the grid, click the New button, located on the left side of the Addresses section header. An Address Detail section opens below the grid, with fields enabled for entry.

The grid may contain no more than one row per address type. Use the Create Event button to add multiple addresses of the same type but with different effective dates.

Use the Create Event button to create an address with a new Effective Date; for example, you may need to set up a new effective-dated record for an employee who moves to another state for the winter and wants W-2s sent there. This function lets you track address changes.

To edit an address, click the edit icon , located in the far-left cell of the appropriate row. The Address Detail section opens below the grid, with the appropriate data available for editing.

To delete an address associated with a particular type and effective date, use the navigation control to display the effective date you want, select the row containing the address, and click the delete icon , located immediately to the left of the Primary cell in the appropriate row. The row is removed from the grid.

If you need to review or edit other effective-dated versions of the same address type, use the navigation control to display the row in the grid.

To delete addresses of all types associated with a particular effective date, use the navigation control to display the effective date you want, and click the Delete Event button, located on the left side of the section header.

After the delete, the grid refreshes to show the addresses of the previous effective-dated period.

Note: An address marked as primary cannot be deleted until a different primary address has been selected.

If multiple events have resulted in address changes, you may view or edit the other addresses and their effective dates by clicking the arrows of the navigation control , located on the right side of the section header.

The following table contains descriptions of the fields in the Address Detail section:

Field Description
Effective Date

Enabled when Create Event is clicked, first date the address may be used in connection with an employee's employment or the date an address changed, even if a payroll has been posted using the original address. This field may contain a future date, should an employee want to notify the company of an address change before it occurs.

Address
Address Type

Required. Tells whether the address is an employee's home, work, mailing address or other type of address. Click the field prompt to select from a list of valid address types.

The grid may contain no more than one row per address type. Use the Create Event button to add multiple addresses of the same type but with different effective dates.
Primary Address

Tells whether the address is an employee's primary address, typically the one where checks and W-2s are sent and the one used in reports that need the employee's address. Checking this box automatically deselects any other address that already may be designated as the employee's primary address in the grid.

This feature is particularly convenient when you have retirees who live part of the year at a local address and another part of the year at a non-local address. Instead of re-entering primary address data each time, all you need to do is check and uncheck the Primary Address box.
Address

Contains the employee's street address, including apartment number, P.O. box or other elements of the street address.

The first address line, or field, is required.
Zip Required. Zip code and, if applicable, zip extension of the employee's address. This entry automatically fills the City and State fields with the appropriate entries.
City Required. City, state and country of the employee's address. Select the State or Country from a list of valid entries, click the field prompt.
State
Country

Once you are satisfied with your entries in the Address Detail section, click Save. To save the address and clear the Address Detail section for the entry of another address, click Save/New.