Instructions for Creating New Employee Records

The process for creating new employee records has changed.  Those who use the appointment process for creating employee records will follow the ANN instructions below.  Those who have used OVE in the past will continue to use OVE.  Both commands, ANN and OVE, can be used interchangeably.  They were set up separately to accommodate departmental access (those who process payroll vouchers versus those who process appointments). 

ANN

If you are creating an appointment using AN* you will enter the EID on the command line.  If you don’t know the EID you may search for it at https://utdirect.utexas.edu/webapps/eidlisting/.  If no EID is found, enter the SSN in the EID field.  If no employee record is found for the ID entered you will get this message:

>> No employee record found for this ID. Go to ANN or press PF4 to add <<

• Press F4 to be directed to the new command ANN.  The ID entered will remain in the field

• If necessary, type the SSN for this employee in the designated field and press enter.

• If any additional information is found for this EID or SSN you will be given the option to view it in a separate window by marking the field “Mark here to see more data”
• If there is a conflict found because the SSN and EID are associated with separate records you will be given a message indicating there is a conflict.  The “Mark here to see more data” field will be marked; press enter to view in a separate window.  Correct the SSN or EID as needed.  If you are unsure, you may send an email to pr.eid@austin.utexas.edu for assistance.

• A pop up window will appear.  Type the employee’s name (remember the name fields are case sensitive).
• Press enter to update the name.
• You will be asked to confirm your entry. After reviewing the data, type “Y” in the field as instructed, and press enter to confirm.
• A message will appear at the top of the pop up window:

 >> You have added a new employee record; press ENTER to return <<

• Press enter one more time.
• A message will appear at the top of the screen:

>> Your update was successful; EID XXX was added <<

• Return to AN* to create the appointment for your new employee.  The new employee’s EID will travel to the appointment when you change your command.

OVE

The OVE command may be used to create an employee record.  First, check to see if the new employee has an existing EID: https://utdirect.utexas.edu/webapps/eidlisting/.  If the employee does have an existing EID be sure to use this EID when creating the employee record. Go to OVE and follow the instructions below:

• If you found an EID, type it in the designated field (if no EID was found, skip this step).

• Type the SSN for this employee in the designated field and press enter.

• If any additional information is found for this EID or SSN you will be given the option to view it in a separate window by marking the field “Mark here to see more data”
• If there is a conflict found because the SSN and EID are associated with separate records you will be given a message indicating there is a conflict.  The “Mark here to see more data” field will be marked; press enter to view in a separate window.  Correct the SSN or EID as needed.  If you are unsure, you may send an email to pr.eid@austin.utexas.edu for assistance.

• A pop up window will appear.  Type the employee’s name (remember the name fields are case sensitive). 
• Press enter to update the name.
• You will be asked to confirm your entry.  After reviewing the data, type “Y” in the field as instructed, and press enter to confirm.

• A message will appear at the top of the pop up window:

>> You have added a new employee record; press ENTER to return <<

• Press enter one more time.
• A message will appear at the top of the screen:

>> Your update was successful; EID XXX was added <<

Questions should be directed to Shannon Chandler at

903.566.7451 or schandler@uttyler.edu

Office of Financial Services

3900 University Blvd, ADM 123

Tyler, TX  75799

Ph:  903.566.7327

Fax: 903.565.5509