Purpose
The Other Addresses screen enables you to create, view, and update any of the addresses an employee may have. Addresses may include, for example, e-mail addresses, home addresses, permanent addresses, or summer addresses.
When you update an employee’s address on the Employee Information screen, the system can automatically convert the former address into a previous address and store it for retrieval on the Other Address screen.
You can maintain mail addresses on the Other Addresses screen. If you have entered an e-mail address for an employee, you can click the e-e-mail icon on the toolbar to launch your e-e-mail program with the address automatically entered for you. If you have entered more than one e-mail address for an employee, you must select the address you want to use before your e-e-mail program launches.
Access
Access the Other Addresses screen by selecting Demographics from the menu bar, and then selecting Other Addresses from the command menu that appears. You can also access the screen by clicking Other Addresses in the More Information region of the Employee Information screen.
Contents
The Other Addresses screen contains regions that maintain the following types of information.
ID Information Other Address Other Address List Secondary Tab See also:
Maintaining Other Addresses for Employees ID Information - Other Addresses Screen
The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature.
The ID Information region contains the following elements:
ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database.
Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names.
SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed.
ID Lookup Button - A command button that displays the ID Lookup screen.
See also:
Other Address Other Address List Secondary Tab
Performing a Query in Human Resources Administration Other Address - Other Addresses Screen
The Other Address region of the Other Addresses screen enables you to view, add, or update address information for an employee. Addresses can be actual physical addresses, post office boxes, or e-mail addresses. This region becomes active when you click Add or Update on the toolbar.
The Other Address region contains the following fields:
Code - A code that defines the type of address (e.g., PERM, SUMR, or EML) as defined in the Alternate Address table. Click on the arrow next to the field to view and select from a list of valid values.
Line 1 - The first line of the address.
Line 2 - The second line of the address.
Line 3 - The third line of the address.
Perennial - A checkbox that, if checked, indicates the address is always active between the dates specified in the Begin Date and the End Date fields, regardless of the year.
City - The city for the address.
State - The state for the address.
ZIP - The ZIP code for the address.
Country - The country for the address.
Phone - The telephone number associated with the address.
Ext - The telephone extension associated with the telephone number.
Begin Date - The first date (mm/dd/yyyy) on which the address is effective. Click on the arrow next to the field to view a calendar from which you can select a date.
End Date - The last date (mm/dd/yyyy) on which the address is effective, or blank to specify no end date. Click on the arrow next to the field to view a calendar from which you can select a date.
See also:
ID Information Other Address List Secondary Tab
Using Table Lookup in Human Resources Administration Using the Calendar in Human Resources Administration Other Address List - Other Addresses Screen
The Other Address List grid enables you to view and select information about a particular alternate address related to an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Other Address region in the top part of the screen.
Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Other Address region of the screen.
The grid does not appear under the following circumstances:
• If you have not yet queried and selected an employee ID
• If the selected ID does not have associated other address information The Other Address List grid contains the following columns:
Code - A code that defines the type of address (e.g., PERM, SUMR, or EML) as defined in the Alternate Address table.
Line 1 - The first line of the address.
Line 2 - The second line of the address.
Line 3 - The third line of the address.
Perennial - A value that indicates whether the address is always active between the dates specified in the Begin Date and the End Date fields, regardless of the year.
City - The city for the address.
State - The state for the address.
ZIP - The ZIP code for the address.
Country - The country for the address.
Phone - The telephone number associated with the address.
Ext - The telephone extension associated with the telephone number.
Begin Date - The first date (mm/dd/yyyy) on which the address is effective.
End Date - The last date (mm/dd/yyyy) on which the address is effective, or blank to specify no end date.
Added By - The code for the office on your campus that added the address.
See also:
ID Information Other Address Other Address List Secondary Tab
Secondary Tab - Other Addresses Screen
The secondary tab of the Other Addresses screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution.
Most of the information on this tab resides in your database in the aa_rec.
See also:
ID Information Other Address Other Address List
Secondary Tabs in Human Resources Administration
Customizing Screens in Human Resources Administration