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The minimum information to enter for all categories of people is name and type. In addition, for employees you must enter gender, employee number and date of birth (for assignment to a payroll). All other personal information is optional.

To enter a new person:

1. If the Find Person window opens, choose New.

2. Set your effective date to the appropriate date for adding the person to the system. If you are entering an employee, this should be his or her hire date.

3. Enter the person's name and other details in the Name region.

Only the last name is required.

• You can use the Title field to enter a title such as Mrs. or Doctor for the person.

• You can use the Prefix field to enter the first part of the person's name, such as Van or De. This field allows you to sort by the main part of the last name, Zee instead of van der Zee, if you choose to do so.

• You can use the Suffix field to hold part of the last name, such as Junior or II. This enables the suffix to be reported on separately, as required in some government-mandated reports.

4. Select a type. If you select Employee, the Hire Date field displays your effective date. You can change the hire date, and this changes the employee's effective start date.

5. Enter the person's identification information in the Identification region.

If your enterprise uses manual number entry, use the Employee or Applicant fields to enter an employee or applicant number as appropriate. If your enterprise uses automatic number generation, the employee or applicant number automatically displays when you save your entries in this window.

6. Enter details for the person as required in the Personal Information region:

• To assign an employee to a payroll, you must enter his or her date of birth.

• In the Mail To field, select Home or Office to indicate the person's preferred mail destination

• In the Date Last Verified field, you can enter the date the person last checked this personal information for accuracy.

• In the Status field, select the person's marital status

• In the Email field, enter the person's email ID

7. For employees and applicants, choose the Employment Information alternative region. Your Oracle localization team may have created extra fields in the protected descriptive flexfield in this region.

Note: The Background Information, Medical Information and Rehire Information alternative regions appear only if your system administrator has enabled them for you.

To enter office location information for a new hire or an existing employee:

1. Choose the Office Location Information alternative region.

2. Enter the office number for this office.

3. Enter the internal location of this office.

4. Enter the office identifier for internal mail.

To enter information for an applicant :

1. Choose the Applicant Information alternative region.

2. If the applicant's resume is on file, check the Exists check box.

3. If the applicant's resume is on file, select the date indicating when the resume was last updated.

4. Select the date up to which a file is to be maintained for this applicant.

To enter information concerning the background check for an employee:

1. Choose the Background Information alternative region.

2. Check whether the employee's background check has been performed.

3. Select the date on which the background check was performed.

To enter rehire recommendation information for an applicant who was a former employee:

1. Choose the Rehire Information alternative region.

2. Check whether the former manager has recommended the applicant for rehire.

3. Select the reason for this recommendation.

To enter further name information:

1. Choose the Further Name Information alternative region.

2. Enter one or more honors/degrees (BA, MBA, or JD, for example) which the employee has earned.

3. Enter the name (perhaps a nickname) by which the employee prefers to be known.

4. If the employee previously was known by a different last name, enter the previous last name.

To enter medical information for an employee:

1. Choose the Medical Information alternative region.

2. Select the employee's blood type.

You cannot change this value once you enter it.

3. Select the date of this employee's last medical test.

4. Enter the name of the physician who performed this test.

To enter other information for a person:

1. Choose the Other Information alternative region.

2. Select the type of schedule the employee will work.

3. Select the current status of the student.

4. Enter the person's current full time/part time availability to work with your company.

5. Select the language the person prefers for correspondence.

This language can differ from the person's native language, depending on the nature of the correspondence.

6. Check the Military Service check box if the person is employed in a military service in some capacity.

The value of this field can impact benefits calculations.

7. Check the Second Passport Exists check box if the person possesses multiple passports.