Overview
Provides information on various Custom Objects: Insurance Billing, Preservation Hold Custodian, Retiree Electronic Communication, etc.
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Overview
Additional Data Custom Objects are either effective dated or non-effective dated and are specific to an Employee. Effective-dated Custom Objects are used during the Onboarding and Change Job business processes and may impact Employee benefit plans. Non-effective dated Custom Objects are based on specific events.
Key Points
- To view/edit an Employee’s Custom Objects, navigate to the Employee’s Actions button, select Additional Data > Edit
- Specific security roles, e.g., HR Partner, have permissions to edit a Custom Object based on purpose and functionality
- Refer to the job aids Edit Worker Additional Data Event or Edit Custom Objects for instructions and helpful hints
List of Additional Data Custom Objects
| Custom Object | Purpose | Date Type | Identification # (Valid Value and Meaning) | Viewable By | Update By |
|---|---|---|---|---|---|
| Absence Certification | Used to record an Employee’s authorization to request specific Time Off plans | Non-Effective | Amateur Radio Operator American Red Cross Volunteer Court Appointed Special Advocate Disabled Employee-Assistance Dog Training Family Pool Fire/EMS Foster Parent Medical/Mental Health Care for Certain Veterans Mental Health for Peace Officers Military Training Reserve Law Enforcement Sick Direct Donation (taxable and non-taxable) | Employee As Self HR View Only Payroll Partner | Absence Administrator Absence Partner HR Partner |
| Direct Deposit Declaration | Maintains whether the Employee has or will transfer funds outside the United States. | Effective | Y - Yes or N - No | Employee General Counsel Partner HR Contact HR Partner Payroll Partner Pre-employee Retiree | Employee Pre-employee |
| Export Control Job Duties Questions | Multiple questions presented to a manager about the job duties of a position and if the duties are restricted to non-U.S. Persons to facilitate decisions if the position will be subject to export control compliance. | Effective | Yes No Unknown at this time | Employee Export Control Partner HR Contact HR Partner Manager | Export Control Partner Manager (only during Create Position or Edit Position Restrictions) |
| Export Control Review | Maintains whether export control compliance and/or restricted party screening was completed, or is not applicable, for an Employee employed at a specific member. | Non-Effective | Yes; No; Not Applicable; additional fields for date, Company Organization, and comments | Employee HR Contact HR Partner Export Control Partner Manager | Export Control Partner |
| Insurance and Retirement Benefits Eligibility Questions | Multiple questions related to current health insurance coverage, retirement programs and retirement annuities to determine if the employee is eligible for new or different benefits programs consistent with the employment details. The questions are sent to the employee's inbox automatically during the Hire/Onboarding. The questions are also triggered to the employee if a Change Job or Add Additional Job event results in eligibility for benefits program changes. The questions can also be triggered to the employee by an HR Contact, the Employee or a Benefits Partner. The questions are also necessary for Non-Employee Benefits Only workers, such as surviving dependent, and typically completed by the Benefits Partner or Retiree Partner. | Effective | Yes, No, and other selectable answers. | Benefits Partner Employee HR Contact HR Partner Pre-employee | Benefits Partner Employee HR Contact HR Partner Pre-employee |
| Insurance Billing | Insurance Billing is used to record the payment type and effective date to pay insurance premiums via the billing system. The data can be viewed and modified by System Benefits Support or Benefits Administrator. The insurance billing data selection is visible to Benefits Partner, Retiree Partner, Benefits View Only, Employee and Retiree. Be Aware! The banking information for ACH payments must be separately recorded in the Insurance Billing ACH Details additional data. | Non-Effected | Enter Payment Type and Payment Start Date | Benefits Administrator System Benefits Support | Benefits Admin System Benefits Support |
| Insurance Billing ACH Details | Maintains the banking information details for ACH payments for paying insurance premiums via the billing system. Be Aware! Banking information should only be entered if Insurance Billing Payment Type is ACH. Cancel this task and edit the custom object Insurance Billing additional data first before entering ACH Details. | Non-Effected | Enter Bank Account information | Benefits Administrator System Benefits Support Benefits Partner Benefits View Only | Benefits Administrator System Benefits Support |
| Preservation Hold Custodian | Preservation Hold Custodian additional data is used by the Office of General Counsel when an individual is designated as a Preservation Hold Custodian to retain documents and information due to potential litigation. Preservation Hold Custodian data can only be edited by the General Counsel Partner. | Non-Effected | Hold File Number - use the format "####-#######", starting with the 4-digit year, followed by a hyphen, ending with 7 digits, as in this example 2019-1234567. Do not add spaces or special characters. Hold Name - descriptive name of case Hold Date - effective date of the Preservation Hold Custodian designation. Hold Concluded - checkbox to indicate that the Preservation Hold Custodian status is no longer active | HR Contact HR Partner HR View Only IT Partner Manager Retiree Worker | General Counsel Partner HR Administrator |
| Public Access Choice | Texas Government Code requires that employees at state agencies and higher education institutions must be informed that they have a choice whether or not to allow public access to certain personal information, being their home address, telephone number and whether they have family members. Public access may be available through an Open Records request by any person. In order to better protect A&M System employees’ privacy, as a default designation all employees are presumed to have chosen do not allow public access to certain personal information. The regulations also require that Certified Peace Officers and certain government officials may not allow public access to their information. The selection is automatically set by default during the Hire event; an employee or other permitted security role can edit the selection as desired. | Non-Effective | Do Not Allow Public Access (Default) or Allow Public Access Certified Peace Officer or certain governmental official | Benefits Partner Employee General Counsel Partner HR Contact HR Partner Payroll Partner Pre-employee Retiree System Benefits Support Terminee as Self | Automated Integration Benefits Partner Employee as Self HR Partner Pre-Employee as Self Retiree as Self System Benefits Support |
| Retiree Electronic Communication | Retirees can receive information from The A&M System about retirement and insurance benefits through electronic means. | Non-Effected | Yes to have this information sent using the Home email address on file in Workday No to receive this information through the U.S. post office | Benefits Partner Employee Retiree Retiree Partner System Benefits Support | Benefits Partner |
| State Veteran's Preference | Maintains the state veteran preference of an employee. Under the Texas Government Code, Section 657, as amended, requires that a state agency or institution of higher education must provide employment preference to individuals who qualify for a veteran's employment preference. An individual who qualifies for a veteran's employment preference is entitled to a preference in employment with or appointment to a state agency or institution of higher education over other applicants for the same position who do not have a greater qualification. | Effective | Multiple choice | Benefits Partner Employee General Counsel Partner HR Contact HR Partner Payroll Partner Pre-employee Retiree Retiree Partner System Benefits Support | Employee as Self |
| Survivor Data | Associates a Surviving Dependent to the deceased Employee or Retiree related to the surviving dependent | Non-Effected | UIN of the Deceased, select Employee or Retiree, and enter the Date of Death | Benefits Partner Retiree Partner System Benefits Support | HR Partner |
| TRS ISD Onboarding Question | Question to determine if the employee is currently being deducted for Teacher Retirement System from another Texas State institution or school district | Effective | Y - Yes N - No | Benefits Partner Employee HR Contact HR Partner Pre-employee | Pre-Employee as Self Retiree as Self System Benefits Support |