To enter a contact:Use the Contact window to hold information about contacts, for example:
People to contact in an emergency.
Dependents.
Beneficiaries of benefits such as insurance policies or stock purchase plans.
Individuals receiving payment of a wage attachment/third party payment deducted from the employee's salary.
A person entered as a contact can be one, some, or all of the above.
The coverage start date for an employee contact, is the employee hire date or the contact relationship start date, whichever is later. This can be important in benefits processing, where eligibility for certain benefits starts from the start date of a contact relationship.
You can set up the same relationship more than once between the same two people. However, these relationships must not occur in the same time period. For example, you can set up that Person A married Person B from 01-Jan-1990 to 01-Feb-1991. Person A could then marry Person B again, starting from the 02-Feb-1991. However, you cannot enter that the couple remarried on 01-Jan-1991, as this would mean that they were married twice in the same time period.
You can update the contact relationship start date between two people, creating a supplementary record to cover the additional period.
For example, Person A exists on the application as an employee with a hire date of 01-Apr-1990. Person B exists on the application as a contact, with a creation date of 01-Jun-1990. Person A then marries Person B on 01-May-1990. As the application holds a contact coverage start date of 01-Jun-1990, a new contact record is entered to cover 01-May-1990 and 31-May-1990.
To enter a contact:Do one of the following:
Enter the name of a new person.
Select from a list of people already entered on the system.
If you enter a new person:
Enter their gender and date of birth.
For UAE users only: Additionally, you must enter the father, grandfather, and family name.
For Romanian users only: Enter the Numerical Person Code (NPC/FRN) as the identification information.
Select the user person type.
You can only select user person types which are set up for the system person type of Other, for example contact.
Enter details about the different contacts for your employee in the Contact Relationship fields.
For Japanese users only: You can view the masked personal number of the employee's dependent if the number has been entered using the self service pages.
To enter contact relationships:Select the contact relationship, for example child or spouse.
Enter the start and end date (if known) of the relationship.
Note: For Dutch users only, if you set up a spouse as a contact for an employee, whose full name format includes partner's prefix and surname, the full name of the employee changes automatically based on the spouse's name, if the contact relationship covers the employee's full period of employment. If it does not cover the full period the changes to the full name of the employee must be set manually on all datetrack records.
If you use Oracle Advanced Benefits or Standard Benefits, select a start and end reason for the relationship.
Select whether the contact:
Is the primary contact.
Is the recipient of a third party payment (for example, from a court-ordered deduction/wage attachment).
This enables you to select this person on the Personal Payment Method window when entering a third party payment method for the employee.
Shares the same residence as the employee.
Has a personal relationship with the employee. This identifies whether the third party should be considered as a possible dependent and/or beneficiary.
Is a beneficiary or dependent. You can only enter these fields if you do not use Standard or Advanced benefits.
You can enter a sequence number for the contact relationship. This must be a unique number for each contact the employee has. However, because sequence numbers are employee based, these numbers only need to be unique within the employee's record.
For example, Person A has a relationship type of spouse with Person B. This is given the sequence number of 1. Person A also has a relationship type of father to Person C. This is given the sequence number of 2.
Person A also has a relationship type of emergency contact with Person B. This must also have the sequence number of 1 as a relationship between these two people is already recorded against Person A.
Person B is also an employee and therefore has her own set of contacts recorded against her. She has a relationship type of spouse with Person A. However, this relationship does not have to have the same sequence number as the relationship recorded against Person A, that is, this relationship has a sequence number of 5.
Select whether you want to create a mirror relationship and enter the mirror relationship type.
Attention: You can only enter a mirror relationship and type when you first create the contact. Once the mirror relationship is saved, the relationships are maintained independently of each other, except for mirror relationships that are created automatically.
Oracle HRMS automatically creates a mirror relationships when you enter a spouse, parent or child. For example, if you create the spouse relationship from person A to person B, when you query person B in the Contact window, a mirror relationship of spouse to person A is automatically created.
Furthermore, if you update a relationship that has had a mirror relationship automatically created, the mirror is also updated accordingly. For example, if you end date the relationship of spouse for person A, the spouse relationship for person B is also ended. If the relationship type is changed the relationships become independent.
Enter further information about the contact if your localization team has setup the configuration of the further information field.
For Spanish users only: Record if the contact (disabled dependant or a dependant) is financially dependent on the employee. The application uses this information to calculate the tax reductions the employee may be eligible for. You can also record if the employee is a single parent as this affects the employee's the tax-withholding rate.
For Russian users only: If the contact type is child, indicate whether the child is in full-time education. The application uses this information to calculate the employee's tax reductions. You must also record any disability information for the child contact, as this affects an employee's social security contributions, tax, and leave benefits.
Save your work. If a person already exists on your application with the same surname and a first name that is either the same or not entered, then a list of values is displayed that shows all the people who share the details. See: Multiple Person Records
If you want to enter addresses or phones for the contact, choose the Contact Details button.