RECORDS
90.70
Revised 6-03
Payroll Services
335-9575
PDF link
OVERVIEW
The University Name and Address File (UNAF) is a comprehensive computer file which includes address data about University personnel and associates, e.g., faculty, students, staff, parents, and alumni.
Address and Telephone Maintenance Service
Individuals use the Address and Telephone Maintenance Service (ATMS) to update address, phone number, and/or restriction data in the University Name and Address File. The ATMS is a computer application which is accessed either by a WSU InfoNet Kiosk or a personal computer.
An individual must have a Network ID to use the ATMS. See 85.33.
University Name and Address File Availability
WSU units with a WSU business-related need to access the data may use the address view screens provided in several Administrative Information System (AIS) applications, e.g., HEPPS, BRS, OARS.
Other Address Files
Accounts Payable
Accounts Payable maintains a separate computer address file for vendors and customers, but uses the University Name and Address File to provide addresses to mail payments to employees and students.
Mailing Services
Mailing Services maintains a separate computer address file prepared by the Provost's Office, which is used to mail information to WSU administrative units.
UNAF FILE INITIATION
The Alumni Office, the Registrar's Office, the Center for Distance and Professional Education, the Library, Cougar Club, WSU Foundation--Finance and Gift Accounting, Admissions, Graduate School, and the Wood Materials and Engineering Laboratory add names and addresses to the file.
Payroll Services refers to the W-4 form to update the University Name and Address File for a new employee.
FILE MAINTENANCE
Employees/Students
Payroll Services maintains the University Name and Address File for current and former employees and for WSU students.
Alumni
WSU Foundation--Finance and Gift Accounting maintains alumni address records. WSU Foundation--Finance and Gift Accounting is located in the Town Centre, 255 E. Main Street, Suite 201, in downtown Pullman; telephone 335-1686.
Name Changes
Payroll Services processes name changes for employees and students.
See 90.75 for coding conventions and required documentation to support a name change.
Changing or Restricting an Address or Telephone Number
Faculty, staff, and students change addresses, telephone numbers, and/or add restrictions by using one of the WSU InfoNet Kiosks or any personal computer capable of supporting secured transactions. WSU InfoNet Kiosks are located at WSU Pullman and WSU Tri-Cities.
To change or restrict an address or telephone number go to:
http://www.wsu.edu/current-students/
OR
http://www.wsu.edu/faculty-staff/
- Select myWSU
- Enter the Network ID and password
- Select my Profile
- Select change address or phone
- Select the address type to be changed, or select one of the other options:
Copy One Address to Another,
Change Phone Number(s)
Delete Address(es),
Change Parent/Guardian Name, or
Restrict address(es).
Restricting an Address and Telephone Number
Restricting an address and telephone number instructs the campus operator to refuse to release an individual's address or telephone number.
Students may restrict address information if they do not want their address or telephone number in the Campus Directory.
Exceptions
Residence Halls and University Housing
Housing Services updates the University Name and Address File for students living in residence halls and University housing.
Upon leaving WSU housing, students must update their own address changes in the ATMS.
WSU Retiree Addresses
A retiree may telephone an address change to Human Resource Services; telephone 335-4521.
Effective Date
Employee address changes must be completed at least five working days prior to a pay date in order for the paycheck to be sent to the new address.