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Guide Guide for Viewing and Updating Personal Information

The following information is designed for users to view and manage their Personal Information in Employee Self-Service.
This information is found in the Personal Details tile on the Employee Self Service page.

Table of Contents

Home and Mailing Addresses

Important Reminders:

  • Employees of Agencies that utilize the MassHR Employee Service Center (ESC) should contact the ESC with personal information related questions by calling 1-855-4HR-SPPT (1-855-447-7778) or for TTY users: (617) 248-0546.
  • Employees of Agencies that do not use ESC should contact their Agency Human Resources or Payroll Department with personal information related questions.

Home and Mailing Address:

Active Employees can review, add or edit a Home or Mailing Address. The Home Address is printed on an employee’s pay advice and year end form W-2. The Home address is used when the annual W-2 mailings are sent out. Note: Home Address cannot be outside of the United States. Please avoid using a PO Box as the Home Address.

Add New Home or Mailing Address

If there is only one address present (Home OR Mailing), you have the option to add an additional address. The menu will provide an option of either Home OR Mailing, depending on which is not present.

All employees will have access within Employee Self-Service that will allow the ability to view, add, update, and/or delete personal information, such as home/mailing addresses, phone numbers, and emergency contacts.

Step Action
1. Log in to Employee Self-Service with your user ID (employee ID) and password.
2. From the Employee Self-Service homepage, select the Personal Details tile.
3. On the Personal Details page, select the Addresses tile.
4. If you only have a Home Address, you will have the option to Add Mailing Address. If you have both a Home and Mailing Address, you will need to follow the instructions below to Edit Home and Mailing Address.
5. Select the Add Mailing Address button. A pop up page will open.
6. The areas available for view and updates are the following:
•    Change as of: Enter in the current date
•    Country: Defaulted to the United States
•    Address Line 1: Enter in your Address Line 1
•    Address Line 2: Enter in your Address Line 2 (Such as an Apartment or Unit number, if applicable)
•    Address Line 3: Enter in your Address Line 3 (Any other additional address information, if applicable)
•    City: Enter the city in which your Home or Mailing address is located
•    State: Select the State in which your Home or Mailing address is located
•    Postal: Enter in your zip code where Home or Mailing address is located
•    County: Enter the county in which your Home or Mailing address is located
7. Please be sure to verify the information you have entered is accurate.
8. Select the Save button once you have completed entering the address.
9. This will return you to the Address Details page. Select the return to Personal Details button in the top left corner to return to the Personal Details page or the Home button in the top right to return to the Employee Self Service page. 

Edit Home and Mailing Address:

If both a Home and Mailing Address are present, you will only have the ability to edit the existing addresses.

Step Action
1. Select the Addresses tile.
2. Once within the Addresses tile, you have the option to EDIT any existing Home or Mailing Addresses that are present.
3. To edit an existing Home or Mailing Address, select the Address you wish to update. A pop up page will open.
4. The areas available for updates are the following:
•    Change as of: Enter in the current date
•    Country: Defaulted to the United States
•    Address Line 1: Enter in your Address Line 1
•    Address Line 2: Enter in your Address Line 2 (Such as an Apartment or Unit number, if applicable)
•    Address Line 3: Enter in your Address Line 3 (Any other additional address information, if applicable)
•    City: Enter the city in which your Home or Mailing address is located
•    State: Select the State in which your Home or Mailing address is located
•    Postal: Enter in your zip code where Home or Mailing address is located
•    County: Enter the county in which your Home or Mailing address is located
5. Please be sure to verify the information you have entered is accurate.
6. Select the Save button once you have completed editing the address.
7. This will return you to the Address Details page. Select the return to Personal Details button in the top left corner to return to the Personal Details page or the Home button in the top right to return to the Employee Self Service page. 

 

Phone and Email

The Contact Details tile contains employee Phone and Email. Instant Message is not currently used.

Add Phone:

Employees can review, add, edit, and delete phone numbers. Employees can designate a primary phone number

Step Action
1. Log in to Employee Self-Service with your user ID (employee ID) and password.
2. From the Employee Self Service page, select the Personal Details tile.
3. On the Personal Details page, select the Contact Details tile.
4. You will see Phone and Email information.
5. You will have the option to ADD a new phone number or EDIT/DELETE any existing Phone Numbers that are present.
6. To add a new Phone Number, select the + icon in the Phone section.
7.

A pop up page will open, allowing you to pick your Phone Type from a DROP DOWN menu. The phone type options are as follows:
Business, Campus, Dormitory, Fax, Home, Main, Mobile, Other, Pager 1, Pager 2, Telex, and Work.
Note: You can only have one Phone Type of each of the available options. Example: You may not have two phone numbers with Business listed twice as the Phone Type. Existing phone types will not show in the drop down menu.
Select the Phone Type that you wish to add.

8. In the Number field, enter the desired information into the field. Enter a valid value e.g. "123-456-7890". Enter an extension if applicable.
9. If the new phone number is the preferred method of contact, please select the PREFERRED check box.
Note: You can only have one preferred phone number.
10. Please be sure to verify the information you have entered is accurate.
11. Select the SAVE button.
12. This will return you to the Contact Details page. Select the return to Personal Details button in the top left corner to return to the Personal Details page or the Home button in the top right to return to the Employee Self Service page. 

Edit Phone:

Step Action
1. On the Personal Details page, select the Contact Details tile.
2. To edit an existing phone number, select the Number you wish to edit. A pop up page will open to make your changes.
3. If the phone number that you are editing is the preferred method of contact, please select the PREFERRED check box.
Note: The previous preferred phone number will become unchecked. You can only have one preferred phone number.
4. Please be sure to verify the information you have entered is accurate.
5. Select the SAVE button.
6. This will return you to the Contact Details page. Select the return to Personal Details button in the top left corner to return to the Personal Details page or the Home button in the top right to return to the Employee Self Service page. 

Delete Phone:

Step Action
1. On the Personal Details page, select the Contact Details tile.
2. Select the number you wish to delete. A pop up page will open. Select the Delete Button.
Note: If the phone number that you are deleting is listed as PREFERRED, the system will assign another phone as preferred. Verify the correct phone is designated as preferred .
3. Select the Yes button in order to confirm the delete request. If you select YES, you will return to the Contact Details page, showing the phone number was deleted as requested.
4. Select the NO button to cancel the delete request. If you select NO, you will return to the pop up page to Cancel the action.
5. This will return you to the Contact Details page. Select the return to Personal Details button in the top left corner to return to the Personal Details page or the Home button in the top right to return to the Employee Self Service page. 

Email:

Displays the present Email Addresses within HR/CMS. Note: This is a separate email address than the Employee Self Service email. To update your Employee Self Service Email, proceed to the System Settings tile from the Employee Self-Service page. Once on the System Settings page select the My System Profile tile to update your email.

You will be unable to update Business Email with Employee Self Service. In order to update Business Email, you will need to Complete the Employee Information Change Form from the Employee Self-Service e-Forms page. If you are not supported by the ESC, you will need to contact your Agency Human Resources or Payroll Department. Employees can review, add, edit, and delete non Business emails. Employees can designate a preferred email.

Add Email:

Step Action
1. Log in to Employee Self-Service with your user ID (employee ID) and password.
2. From the Employee Self Service page, select the Personal Details tile.
3. On the Personal Details page, select the Contact Details tile.
4. You will see Phone and Email information.
5. You will have the option to ADD a new email or EDIT/DELETE any non Business emails that are present.
6. To add a new Email, select the + icon in the Email section.
7.

A pop up page will open, allowing you to pick your Email Type from a DROP DOWN menu. The email type options are as follows:
Business, Campus, Dormitory, Home, and Other.
Note: You can only have one Email Type of each of the available options. Example: You may not have two emails with Home listed twice as the Email Type. Existing Email types will not show in the drop down menu.
Select the Email Type that you wish to add.

8. In the Email Address field, enter the desired information into the field. Enter a valid value.
9. If the new email is the preferred method of contact, please select the PREFERRED check box.
Note: You can only have one preferred email address.
10. Please be sure to verify the information you have entered is accurate.
11. Select the SAVE button.
12. This will return you to the Contact Details page. Select the return to Personal Details button in the top left corner to return to the Personal Details page or the Home button in the top right to return to the Employee Self Service page. 

Edit Email:

Step Action
1. On the Personal Details page, select the Contact Details tile.
2. To edit an existing email address, select the email you wish to edit. A pop up page will open to make your changes.
3. If the email that you are editing is the preferred method of contact, please select the PREFERRED check box.
Note: The previous preferred email will become unchecked. You can only have one preferred email.
4. Please be sure to verify the information you have entered is accurate.
5. Select the SAVE button.
6. This will return you to the Contact Details page. Select the return to Personal Details button in the top left corner to return to the Personal Details page or the Home button in the top right to return to the Employee Self Service page. 

Delete Email:

Step Action
1. On the Personal Details page, select the Contact Details tile.
2. Select the email you wish to delete. A pop up page will open. Select the Delete Button.
Note: If the email that you are deleting is listed as PREFERRED, the system will assign another email as preferred. Verify the correct email is designated as preferred .
3. Select the Yes button in order to confirm the delete request. If you select YES, you will return to the Contact Details page, showing the email was deleted as requested.
4. Select the NO button to cancel the delete request. If you select NO, you will return to the pop up page to Cancel the action.
5. This will return you to the Contact Details page. Select the return to Personal Details button in the top left corner to return to the Personal Details page or the Home button in the top right to return to the Employee Self Service page. 

 

Emergency Contacts

Employees can review, add, edit, and delete emergency contact information. Employees can designate a primary emergency contact.

Add an Emergency Contact:

Step Action
1. Log in to Employee Self-Service with your user ID (employee ID) and password.
2. From the Employee Self-Service homepage, select the Personal Details tile.
3. On the Personal Details page, select the Emergency Contacts tile.
4. Select the ADD EMERGENCY CONTACT button.
5. Enter the desired information into the CONTACT NAME field. Enter a valid value e.g. "John Doe".
6. Select the RELATIONSHIP from a DROP DOWN menu. The relationship options are as follows:
Adult Child, Child, Domestic Partner Adult, Domestic Partner Child, Employee, Estate, Ex-Domestic Partner, Ex-Spouse, Foster Child, Friend, Grand Parent, Grandchild, Great Grand Parent, Great Grandchild, In-Law, Neighbor, Other, Other Child, Other Relative, Parent, Parent In-Law, Recognized Child, Roommate, Self, Sibling, Spouse, Step Parent, Stepchild, US Same-Sex Spouse and Ward.
Select the Relationship  that you wish to add.
7. Select the Add Address button. A pop up window will open.
8. If the emergency contact has the same address as the employee, select the Same as mine option.
9. Once the “Contact has the same address as the employee” option is selected, the ADDRESS TYPE will appear. Select from the DROP DOWN menu which will appear. Select the address type that is the same as the employee. The options are BUSINESS, HOME or MAILING(if available). Select DONE when finished selecting address.
Note: The selection cannot be left blank.
10. If the emergency contact has the same telephone as the employee, select the Same as mine option.
11. Once the “Contact has the same telephone number as the employee” option is selected, the PHONE TYPE will appear. Select from the DROP DOWN menu which will appear. Select the phone type that is the same as the employee. The options are Business, Campus, Dormitory, Fax, Home, Main, Mobile, Other, Pager 1, Pager 2, Telex, and Work (if available). Only phone types that the employee has are shown in the Same as mine list. If a phone type you need is not listed for the employee, you will not select the Same as mine option. You will need to use Add Phone Number.
Note: The selection cannot be left blank.
12. If the emergency contact has a different address than the employee, select the Add Address button to enter in the emergency contact’s address. A pop up window will open.
13.

Entering the Postal code and selecting the Lookup Address link will populate the City and State.
The areas available for updates are the following:
•    Country: Defaults to United States, select the Magnifying glass to pick another Country.
•    Address Line 1: Enter in your Address Line 1
•    Address Line 2: Enter in your Address Line 2 (Such as an Apartment or Unit number, if applicable)
•    Address Line 3: Enter in your Address Line 3 (Any other additional address information, if applicable)
•    City: Enter the city in which your Home or Mailing address is located
•    State: Select the Magnifying glass to pick the State
•    Postal: Enter in your zip code where Home or Mailing address is located
•    County: Enter the county in which your Home or Mailing address is located

14. Please be sure to verify the information you have entered is accurate.
15. Select the Done button.
16. If the emergency contact has a different phone number than the employee, select the Add Phone Number button.  A pop up window will open.
17. Select the Phone Type that you wish to add. The phone type options are as follows:
Business, Campus, Dormitory, Fax, Home, Main, Mobile, Other, Pager 1, Pager 2, Telex, and Work.
Note: You can only have one Phone Type of each of the available options. Example: You may not have two phone numbers with Business listed twice as the Phone Type.
18. In the Phone Number field, enter the desired information into the field. Enter a valid value e.g. "123-456-7890". Enter an extension if applicable.
19. Please be sure to verify the information you have entered is accurate. Select the Done button.
17. If the emergency contact has additional phone numbers, select the + button. A pop up window will open. Repeat steps 16 through 19.
22. Select the Save button to complete entering the Emergency Contact.
23. This will return you to the Emergency Contacts page. Select the return to Personal Details button in the top left corner to return to the Personal Details page or the Home button in the top right to return to the Employee Self Service page. 
23. Note: If there is only one emergency contact, they will default to the Primary Contact. You must add another emergency contact in order to update the primary contact.

View and/or Edit an Emergency Contact:

Step Action
1. On the Personal Details page, select the Emergency Contacts tile.
2. Within the Contact Name column in the Emergency Contacts table, select the contact NAME you wish to view or edit. A pop up page will open to view the Emergency Contact information.
3. Enter the desired information you wish to edit into the CONTACT NAME field. Enter a valid value e.g. "Jane Smith".
4. If you need to edit the relationship of the emergency contact, select the RELATIONSHIP from the DROP DOWN menu. The relationship options are as follows:
Adult Child, Child, Domestic Partner Adult, Domestic Partner Child, Employee, Estate, Ex-Domestic Partner, Ex-Spouse, Foster Child, Friend, Grand Parent, Grandchild, Great Grand Parent, Great Grandchild, In-Law, Neighbor, Other, Other Child, Other Relative, Parent, Parent In-Law, Recognized Child, Roommate, Self, Sibling, Spouse, Step Parent, Stepchild, US Same-Sex Spouse and Ward.
Select the Relationship that you wish to update the emergency contact to.
5. If the emergency contact now has the same address as the employee, select the Same as mine option.
6. Once the “Contact has the same address as the employee” option is selected, the ADDRESS TYPE will appear. Select from the DROP DOWN menu which will appear. Select the address type that is the same as the employee. The options are BUSINESS, HOME or MAILING (if available).
Note: The selection cannot be left blank.
7. If the emergency contact no longer has the same address as the employee, unselect the Same as mine option and proceed to Step 11.
8. If the emergency contact now has the same telephone as the employee, select the Same as mine option.
9. Once the “Contact has the same telephone number as the employee” option is selected, the PHONE TYPE will appear. Select from the DROP DOWN menu which will appear. Select the phone type that is the same as the employee. The options are Business, Campus, Dormitory, Fax, Home, Main, Mobile, Other, Pager 1, Pager 2, Telex, and Work (if available). Only phone types that the employee has are shown in the Same as mine list. If a phone type you need is not listed for the employee, you will not select the Same as mine option. You will need to use Add Phone Number.
Note: The selection cannot be left blank.
10. If the emergency contact no longer has the same telephone as the employee, unselect the Same as mine option and proceed to Step 14.
11. If the emergency contact now has a different address than the employee, Select the ADDRESS to edit in the emergency contact’s address.
12. A pop up window will open, Edit the address as needed
•    Country: Defaults to United States, select the Magnifying glass to pick another Country.
•    Address Line 1: Enter in your Address Line 1
•    Address Line 2: Enter in your Address Line 2 (Such as an Apartment or Unit number, if applicable)
•    Address Line 3: Enter in your Address Line 3 (Any other additional address information, if applicable)
•    City: Enter the city in which your Home or Mailing address is located
•    State: Select the Magnifying glass to pick the State
•    Postal: Enter in your zip code where Home or Mailing address is located
•    County: Enter the county in which your Home or Mailing address is located
13. Please be sure to verify the information you have entered is accurate.
14. Select the Done button.
15. If the emergency contact has changed their phone number, select the PHONE that needs to be changed. A pop up window will open. Enter the desired information into the field. Enter a valid value e.g. "123-456-7890". Select Done.
16. If the emergency contact has additional phone numbers to add, select the + button.
17. A new row will be added, allowing you to pick the other Phone Type from a DROP DOWN menu for the emergency contact. The phone type options are as follows:
Business, Campus, Dormitory, Fax, Home, Main, Mobile, Other, Pager 1, Pager 2, Telex, and Work
Select the Phone Type that you wish to add.
Note: You can only have one Phone Type of each of the available options. Example: You may not have two phone numbers with Business listed twice as the Phone Type.
18. In the Number field, enter the desired information into the field. Enter a valid value e.g. "123-456-7890". Enter an extension if applicable.
19. Please be sure to verify the information you have entered is accurate.
20. Select the Done button.
21. If any Phone Types need to be removed, select the Phone number. A pop up window will open. Select the Delete button. Select Yes to confirm the deletion or No to go back and Cancel.
22. When all changes are complete, Select the Save button.
23. This will return you to the Emergency Contact page. Select the return to Personal Details button in the top left corner to return to the Personal Details page or the Home button in the top right to return to the Employee Self Service page. 

Change the Primary Contact:

If there is only one emergency contact, they will default to the Preferred Contact. You must add another emergency contact in order to change the preferred contact.

Step Action
1. On the Personal Details page, select the Emergency Contacts tile.
2. Select the Contact Name that is to be primary. A pop up window will open. Check the Preferred checkbox. 
3. Select the SAVE button.
4. This will return you to the Emergency Contact page. Select the return to Personal Details button in the top left corner to return to the Personal Details page or the Home button in the top right to return to the Employee Self Service page. 

Delete an Emergency Contact:

Step Action
1. On the Personal Details page, select the Emergency Contacts tile.
2. Select the Contact Name of the emergency contact you wish to delete. Select the Delete button. A pop up window will open.
Note: If the emergency contact that you are deleting is listed as Preferred, you must verify the correct contact is now preferred.
3. Select Yes to confirm the deletion or No to go back and Cancel. If all Contacts are deleted, the page will show No Data Exists and give you the option again to Add Emergency Contact.
4. This will return you to the Emergency Contact page. Select the return to Personal Details button in the top left corner to return to the Personal Details page or the Home button in the top right to return to the Employee Self Service page. 

 

Updating Race or Ethnicity

Employees will have access within Employee Self-Service to view, add, or update a Race or Ethnic Group.

The employer is subject to certain governmental record keeping and reporting requirements for the administration of civil rights laws and regulations. In order to comply with these laws, the employer invites employees to voluntarily self-identify their race or ethnicity. Submission of this information is voluntary and refusal to provide it will not subject you to any adverse treatment. The information obtained will be kept confidential and may only be used in accordance with the provisions of applicable laws, executive orders, and regulations, including those that require the information to be summarized and reported to the federal government for civil rights enforcement. When reported, data will not identify any specific individual.

Important Reminders:

  • Employees can choose the appropriate race or races; either, one or more than one.
  • If an Employee chooses American Indian or Alaska Native as a Race, documentation of American Indian or Alaska Native heritage must be provided to the MassHR Employee Service Center (ESC) or your Agency Human Resources or Payroll Department.
  • Employees of Agencies that utilize the MassHR Employee Service Center (ESC) should contact the ESC with Race or Ethnicity related questions by calling 1-855-4HR-SPPT (1-855-447-7778) or for TTY users: (617) 248-0546.
  • Employees of Agencies that do not use the ESC should contact their Agency Human Resources or Payroll Department with Race or Ethnicity related questions.
1. Log in to Employee Self-Service with your user ID (employee ID) and password.
2. From the Employee Self-Service homepage, select the Personal Details tile.
3. On the Personal Details page, select the Ethnic Groups tile.
4. Once within ETHNICS GROUPS, you will have the option to select a race or ethnic group. There will be two optional questions presented, which follow Federal Guidelines set forth.
5. The first question presented asks, "Are you Hispanic or Latino"

The answers can be either "Yes" or "No".

Note: If further information is needed, select the EXPLAIN link.

Hispanic or Latino: A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.
6. The second question presented asks, "What is your race"

Their are five racial groups defined by federal guidelines: American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Pacific Islander, White

Note: If further information is needed, select the EXPLAIN link:

American Indian or Alaska Native: A person having origins in any of the original peoples of North and South America (including Central America) who maintains cultural identification through tribal affiliation or community attachment.

Asian: A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.

Black or African American: A person having origins in any of the black racial groups of Africa.

Native Hawaiian or Pacific Islander: A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.

White: A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
7. After making your selections, Please be sure to verify the information you have entered is accurate.
8. Select the Save button
9. You will remain on the Ethnic Groups page. Select the return to Personal Details button in the top left corner to return to the Personal Details page or the Home button in the top right to return to the Employee Self Service page. 

 

Additional Information

The Additional Information tile will display additional information in tables that are available for review only. You will be unable to update this information with Employee Self Service. In order to update Personal Information that is view only, you will need to Complete the Employee Information Change Form from the Employee Self-Service e-Forms page. If you are not supported by the ESC, you will need to contact your Agency Human Resources or Payroll Department.

•    Gender
•    Date of Birth (masked for security reasons)
•    Birth Country
•    Birth State
•    Social Security Number (masked for security reasons)
•    Date Entitled to Medicare
•    Military Status
•    Original Start Date
•    Last Start Date
•    Highest Education Level

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