The UIN is an important employee identifier and it is important to keep UINs’ data elements correct and up-to-date.
The A&M System has issued millions of UINs. With this many records, inevitably some data problems have occurred. Some common issues include:
- Data entry errors, such as transposing numbers in a SSN or Date of Birth
- Data changes over time, particularly the last name value
- Affiliation changes such as a student becoming an employee, requiring a SSN
- Multiple UINs assigned to the same employee
The UIN update and super user roles give administrators the ability to correct many of these problems. All fields for students and other affiliates can simply be corrected by updating the UIN data.
Key employee data such as Name, Date of Birth, Sex/Gender, and SSN is more complicated: Workday is the system of record for employees, retirees, and contingent workers; therefore, corrections to these data elements must be done in Workday. Those corrections will be reflected in the UIN data overnight.
FAMIS UIN Updates
The FAMIS application uses UIN in several operations, notably user setup. See the FAMIS UIN Updates help topic for more information.
Multiple UINs for the Same Employee
This less-than-ideal situation occurs when a problem occurs during the UIN creation process. the most frequent cause is that a student’s original UIN is not identified by human resources during the early stages of the employment process.
Many of these cases are years old and date back to when BPP was the payroll system at the A&M System. Other cases are more current.
Regardless of when the problem occurred, the steps for resolution are the same:
- Identify the first UIN given to the employee
- Ensure that this UIN is entered correctly in Workday
- Ensure that the employee’s SSN is entered correctly in Workday
- Update each of the incorrect UINs with the UIN update function, including:
- Blanking out the SSN value
- Setting the Good UIN value to the employee’s original UIN
Workday will update the Single Sign On employee record and the UIN data for the employee overnight.
Note: If the employee was previously employed and paid by BPP on an incorrect UIN, the employee’s UIN data will require special attention. Email email@example.com in this case.