One Person, One Record, One OSU ID [10/09/08]
Duplicate personal information records have been created when hiring recently, resulting in more than one OSU ID (or EmplID) for an individual. To prevent creating a duplicate personal information record, use "Search for Matching Persons" to effectively search for a personal information record. Search first by Social Security Number (without hyphens!); if you don't find a record, always search by the person's last name and date of birth. If you are hiring a student and you are unable to locate a personal information record using "Search for Matching Persons," do not create one. Ask the student for his or her OSU ID and use that as the EmplID to locate the personal information record.
Searching Effectively
Always start the hire process by using "Search for Matching Persons" to determine if a personal information record already exists. Current and former students as well as current and former employees have personal information records in the system that should be used to hire. If you find a personal information record, the next step in the hire process is to determine whether a job data record is present.
The HR Assist pages provide step-by-step instructions on the hire process. Please refer to them for additional information.
If you hire students, keep reading to learn about searching effectively for their personal information records.
Hiring Students
When hiring a student employee, do not create a personal information record (Add a Person). All current students have existing personal information records that can be used to hire. Under no circumstances should a personal information record be created for a student.
"Search for Matching Persons" may not always retrieve a new student's personal information record, especially if the student didn't provide a Social Security Number, or mistyped a birthdate on the college application. Social Security Numbers aren't required for the college application; once a new student is enrolled at OSU, he or she may not provide a Social Security Number in a timely manner, so it may be difficult to locate a record for a newly enrolled student using "Search for Matching Persons" in the HR system. However, continue to search first, but if a record isn't found by using "Search for Matching Persons," follow these steps:
- Ask the student for his or her OSU ID. If the student doesn't know it, he or she can look it up on BuckeyeLink at: http://buckeyelink.osu.edu/. The OSU ID is also printed on BuckIDs issued or replaced after June 2008.
- Login to the HR system and navigate to Workforce Administration – Personal Information – Modify a Person. Search by the student's OSU ID as the EmplID to retrieve the personal information record.
- Update the personal information record with the OHR-required information. If no SSN is present, the number "999-99-9999" will display in the National ID field.
- If you have the student's SSN, delete the 999-99-9999 number and type in the actual SSN.
- If you don’t have the student’s SSN, leave the 999-99-9999 number; the system will assign a temporary SSN (the 999 number is not the temporary SSN). If you save the record from the Biographical Details page, you will be able to see the temporary SSN assigned. If not, call your Payroll Analyst to identify the temporary SSN. Give the temporary SSN to the employee so s/he can access TALX.
- Navigate to Workforce Administration – Job Information – Add an Employment Instance to create the job data record.
Note: the process above only applies to students who don't have an SSN in their personal information records, and is a secondary measure which should be used after trying "Search for Matching Persons" first.
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