WFS People Services Team | WFS People Services Team |
SOP-DE-WFS People Services- Personal information updates: Process of personal information update | Number of Reviews: 1 |
Approvers: Ester Atweh | Date of Review: 05.07.2024 |
INTRODUCTION
This procedure clarifies what personal information is updated by the WFS People Services team and how to process it. The WFS People Services team updates personal information only to blue-collar employees (Riders, Ops Associates, and Ops Associates Plus).
Guidelines and Policies
The WFS People Services team updates personal information for only blue-collar employees upon request in ZenDesk.
WFS People Services team must verify if an employee is reaching out to us from the registered email address.
Blue-collar employees can update personal information details using the Workforce Support app and reach out to us only after they fail to do it.
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Useful Tools
ZenDesk
Fountain
SAP
Quinyx
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Process Flowchart
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Types of Personal Information Update
IBAN change
Email address
Address
Telephone number
Tax ID
Social Security number
Health insurance provided
Name change
Primary/Secondary job
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Description of Process (Step-by-Step)
1. How to update the IBAN change
Refer to SOP-DE-WFS People Services- Bank account update
2. How to update the Email address
Once the ticket request is received on Zendesk, change the email address on SAP, Fountain and Quinyx. After new email address is updated it needs to be merged in ZenDesk with old email address.
SAP email change:
Personal information > Contact Information > “Edit” icon, enter new email address > set as primary > Save.
Fountain email change:
More actions > Edit Applicant > Phone Number > Save
Quinyx email change:
people profile > Contact details > Email > Save
IMPORTANT: Do not forget to merge emails in ZenDesk. Reach out to the team lead so they can merge old & new emails in ZenDesk. This will enable the view of tickets from both email addresses.
3. How to update address details
Open the employee’s SAP profile, navigate to Personal Information > Address Information, and click the “Edit” icon. In the fields enter new address information.
Once it is updated, click “Save” and inform employee via ZenDesk about the update confirmation. Scribe how to update address details in SAP.
4. How to update the telephone number
Open employee’s SAP, Quinyx & Fountain profiles. In each of the profiles edit details for the telephone number.
In SAP - Personal Information > Contact Information > Save
In Quinyx people - profile > Contact details > Mobile number > Save
In Fountain - More actions > Edit Applicant > Phone Number > Save
5. How to update tax ID
Navigate to HR Tracker Corrections, tab Personal Info.
Column A - enter today’s date.
Column B - enter your name.
Column C - enter the employee’s ID number from SAP.
Column D - enter change type- Tax ID.
Column F - enter Tax ID number.
Column G - ZenDesk ticket number.
6. How to update Social Security number
Navigate to HR Tracker Corrections, tab Personal Info.
Column A, enter today’s date.
Column B, enter your name.
Column C, enter the employee’s ID number from SAP.
Column D, enter change type- Social Security number.
Column F, enter the employee’s Social Security number.
Column G, ZenDesk ticket number.
7. How to update health insurance provider
Navigate to HR Tracker Corrections, tab Personal Info.
Column A, enter today’s date.
Column B, enter your name.
Column C, enter the employee’s ID number from SAP.
Column D, enter change type- Health Insurance provider.
Column E, enter the effective date since employee is with a new health insurance provider.
Column F, enter the new Health insurance provider name.
Column G, ZenDesk ticket number.
8. How to update name change
If an employee is asking to update a typo mistake, review documents such as passport, and resident permit card in Fountain. If there is a typo, update the name in SAP, Quinyx, and Fountain.
If the employee has changed completely first or last name, request the followingdocuments:
ID/ passport documents with new name details;
Name change after wedding certificate;
Or a certificate stating name change confirmation.
After these documents have been provided, update employee’s SAP, Quinyx, and Fountain profiles with new information.
9. How to update primary/secondary job
In case an employee is requesting to update Flink as primary/secondary employment, assign the ticket to the DE Payroll team.
In case an employee is requesting to allow secondary employment, follow the process in SOP-DE-WFS People Services-Document requests for Confirmation of secondary employment document (Bestätigung einer Nebentätigkeit). If secondary employment is allowed, issue a certificate and assign a ticket to DE Payroll for employment updates.
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Macros and Magical Shortcuts
Macros to be used in ZenDesk:
“DE > EN > Personal info update” - confirmation of personal information update.
Magical shortcuts:
adr1 - Address updated on SAP
eml - Email address updated on SAP and Quinyx
tel1 - Telephone number updated on SAP and Quinyx
bank1 - Bank Account updated on SAP
tax1 - Tax ID added in HR tracker Corrections
ssn1 - SSN added in HR tracker Corrections
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FAQ's and SOP's
Question | Answer |
What to do when employee is requesting to update personal details such as name, email or phone in the Workforce app? |
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What to do when email is asking to change name in goflink email? | Request employee to reach create Jira ticket requesting name change in goflink email. The rest will be updated by IT department. |
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Review history
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