Changes in Personal Data

This policy applies to: All faculty and staff

I. Policy

Each faculty and staff member is expected to promptly notify their department head and the Office of Human Resources of changes to name, home address and telephone number.

The Office of Human Resources, Administrative Services should be notified of changes in marital status, spouse’s name, number of dependents and beneficiaries in order to assure proper benefits administration. If the change will affect your tax status an updated state and federal tax form will need to be completed.

Employees with certain professional licenses may also be required to promptly notify the New York State Education Department or similar licensing entity of any change in name or contact information.

II. Procedure

A. Changes to home address, telephone number, email address and emergency contact information should be made directly by employees within the myURHR system. 

B. Changes to name, marital status, military service, etc. made in myURHR-Workday will be reviewed by Office of Human Resources. Documentation must be added when requesting the change.

C. Changes in beneficiary or medical plan coverage must be completed in writing and sent to the Office of Human Resources, Administrative Services at Box 270453. Forms are available on the Benefit Office website.

D. Changes in tax exemptions require the completion of a new Federal Form W-4 and/or State Form IT-2104. This can be completed in myURHR. Questions regarding taxation can be directed to the Payroll Office at (585) 275-2040.