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.

Accessing Personal Information Summary

The Personal Information Summary is a quick access page, which will allow employees within Employee Self-Service the ability to quickly review and navigate to update their Personal Information.

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 the ESC should contact their Agency Human Resources or Payroll Department with personal information related questions.

Personal Information Summary:

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 MAIN MENU link located at the top of the page or select the PERSONAL INFORMATION SUMMARY link under QUICK LINKS to skip step 3.
3. On the SELF SERVICE menu, select the PERSONAL INFORMATION menu.

4.

Select on the PERSONAL INFORMATION SUMMARY link to access your Personal Information Summary page.

5.

The PERSONAL INFORMATION SUMMARY page will display options in multiple tables. You can review and update the following information:

Home/Mailing Addresses
Displays the Home and Mailing Addresses for review and allows quick access via the CHANGE HOME/MAILING ADDRESSES BUTTON to update the information present.
Please Note: The Home Address is used when the annual W-2 mailings are sent out.

Phone Numbers
Displays the Phone Numbers for review and allows quick access via the CHANGE PHONE NUMBERS BUTTON to update the information present.

Emergency Contacts
Displays the Emergency Contacts for review and allows quick access via the CHANGE EMERGENCY CONTACTS BUTTON to update the information present.

Ethnic Groups
Displays the Ethnic Groups for review and allows quick access via the CHANGE ETHNIC GROUPS BUTTON to update the information present.

6.

The PERSONAL INFORMATION SUMMARY page will also 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.

Email Addresses
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 My System Profile Link under the Main Menu in Employee Self-Service.

Instant Message IDs
This is not currently used.

Marital Status
Displays the Marital Status of the Employee. Note: This is not the same status that is used on the W-4/M-4 tax filings.

Employee Information
Contains the following employee information for review only:

•    Gender
•    Date of Birth (masked for security reasons)
•    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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Updating Personal Information

  • Home and Mailing Address
  • Phone Number
  • Emergency Contact

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:

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 MAIN MENU link located at the top of the page.
3. On the SELF SERVICE menu, select the PERSONAL INFORMATION menu.
4. Select the HOME AND MAILING ADDRESS link.
5. Once within HOME AND MAILING ADDRESS, you have the option to select an ADDRESS TYPE from the DROP DOWN menu.
6. Select the ADD button.
7. You will arrive on the Add Home/Mailing Address page. 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: Enter 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
8. Please be sure to verify the information you have entered is accurate.
9. Select the Save button once you have completed adding an address.
10. Select the OK button to confirm.

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 HOME AND MAILING ADDRESS link.
2. Once within HOME AND MAILING ADDRESS, 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 EDIT button in the far right column.
4. You will arrive on the Edit Home/Mailing Address page. 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: Enter 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. Select the OK button to confirm.

Phone Numbers

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

Add 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 homepage, select the MAIN MENU link located at the top of the page.
3. On the SELF SERVICE menu, select the PERSONAL INFORMATION menu.
4. Select the PHONE NUMBERS link.
5. Once within PHONE NUMBERS, 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 ADD A PHONE NUMBER button.
7. A new row will be added, 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

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.
8. In the TELEPHONE 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. Select the OK button to confirm.

Edit Phone Number:

Step Action
1. Select the PHONE NUMBERS link.
2. To edit an existing phone number, place your cursor in the TELEPHONE field and overwrite the current values. If applicable, overwrite values in the EXTENSION field.
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. Select the OK button to confirm.

Delete Phone Number:

Step Action
1. Select the PHONE NUMBERS link.
2. Select the DELETE button next to the phone number you wish to delete.

Note: If the phone number that you are deleting is listed as PREFERRED, you must select a new preferred number by selecting the check box next to another phone number. You will be unable to delete a preferred phone number. The previous preferred phone number will then become unchecked, allowing for deletion.
3. Select the YES-DELETE button in order to confirm the delete request. If you select YES, you will return to the Phone Number page, showing the phone number was deleted as requested.
4. Select the NO-DO NOT DELETE button to cancel the delete request. If you select NO, you will return to the Phone Number page, showing that no phone number were deleted.
5. Select the SAVE button.
6. Select the OK button to confirm.

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Add, Update or Remove 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 MAIN MENU link located at the top of the page.
3. On the SELF SERVICE menu, select the PERSONAL INFORMATION menu.
4. Select the EMERGENCY CONTACTS link.
5. Select the ADD AN EMERGENCY CONTACT button.
6. Enter the desired information into the CONTACT NAME field. Enter a valid value e.g. "John Doe".
7. Select the RELATIONSHIP TO EMPLOYEE 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 to Employee that you wish to add.
8. If the emergency contact has the same address as the employee, select the Contact has the same address as the employee 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 HOME or MAILING(if available).

Note: The selection cannot be left blank.
10. If the emergency contact has the same telephone as the employee, select the Contact has the same telephone number as the employee 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).

Note: The selection cannot be left blank.
12. If the emergency contact has a different address than the employee, begin with selecting the CHANGE COUNTRY link, if different from the United States.
13. Select the EDIT ADDRESS link to enter in the emergency contact’s address.

You will arrive on the Edit Address page. The areas available for updates are the following:
•    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: Enter 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
14. Please be sure to verify the information you have entered is accurate.
15. Select the OK button.
16. If the emergency contact has a different phone number than the employee, scroll down and place your cursor in the TELEPHONE field. Enter the desired information into the field. Enter a valid value e.g. "123-456-7890".
17. If the emergency contact has additional phone numbers, select the ADD A PHONE NUMBER button.
18. 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.
19. 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.
20. Please be sure to verify the information you have entered is accurate.
21. Select the SAVE button.
22. Select the OK button to confirm.
23. Note: If there is only one emergency contact, they will default to thePrimary Contact. You must add another emergency contact in order to update the primary contact.

View an Emergency Contact:

Step Action
1. Select the EMERGENCY CONTACTS link.
2. Within the Contact Name column in the Emergency Contacts table, select the contact NAME you wish to view.
3. You will now be in the Emergency Contact Detail page. You will be able to view the Contact Name, Relationship to the Employee, Address, and Telephone numbers of the emergency contact selected.
4. To go back to the Emergency Contacts page, select the RETURN TO EMERGENCY CONTACTS link.

Edit an Emergency Contact:

Step Action
1. Select the EMERGENCY CONTACTS link.
2. Select the EDIT button next to the emergency contact you wish to update.
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 TO EMPLOYEE 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 to Employee that you wish to update the emergency contact to.
5. If the emergency contact now has the same address as the employee, select the Contact has the same address as the employee 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 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 Contact has the same address as the employee option and proceed to Step 11.
8. If the emergency contact now has the same telephone as the employee, select the Contact has the same telephone number as the employee 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).

Note: The selection cannot be left blank.
10. If the emergency contact no longer has the same telephone as the employee, unselect the Contact has the same telephone number as the employee option and proceed to Step 14.
11. If the emergency contact now has a different address than the employee, begin with selecting the CHANGE COUNTRY link, if different from the United States.
12. Select the EDIT ADDRESS link to enter in the emergency contact’s address.

You will arrive on the Edit Address •    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: Enter 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
13. Please be sure to verify the information you have entered is accurate.
14. Select the OK button.
15. If the emergency contact has changed their phone number, scroll down and place your cursor in the TELEPHONE field. Enter the desired information into the field. Enter a valid value e.g. "123-456-7890".
16. If the emergency contact has additional phone numbers to add, select the ADD A PHONE NUMBER 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 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.
20. Select the SAVE button.
21. Select the OK button to confirm.

Change the Primary Contact:

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

Step Action
1. Select the EMERGENCY CONTACTS link.
2. Check the PRIMARY CONTACT button next to the contact that is to be primary.
3. Select the SAVE button.
4. Select the OK button to confirm.

Delete an Emergency Contact:

Step Action
1. Select the EMERGENCY CONTACTS link.
2. Select the DELETE button next to the emergency contact you wish to delete.

Note: If the emergency contact that you are deleting is listed as the PRIMARY CONTACT, you must select add a new emergency contact or select from existing emergency contacts. You will be unable to delete a primary contact. Once you have selected a new primary contact, you can successfully delete the previous primary contact.
3. Select the YES-DELETE button in order to confirm the delete request. If you select YES, you will return to the Emergency Contacts page, showing the Emergency Contact was deleted as requested.
4. Select the NO-DO NOT DELETE button to cancel the delete request. If you select NO, you will return to the Emergency Contacts page, showing that no emergency contacts were deleted.
5. Select the SAVE button.
6. Select the OK button to confirm.

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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 MAIN MENU link located at the top of the page.
3. On the SELF SERVICE menu, select the PERSONAL INFORMATION menu.
4. Select the ETHNICS GROUPS link.
5. 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.
6. 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.
7. 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.
8. After making your selections, Please be sure to verify the information you have entered is accurate.
9. Select the Save button
10. Select the OK button to confirm

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