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New Employee Records > Appointments > HR Professional > HRS Home

New Employee Records

When your department hires a new employee, you or the employee's manager will need to create a new employee record. Depending on the type of access you have to the university's mainframe, you have the option of creating a new employee record using the ANN command or the OVE command. You can use the ANN and OVE commands interchangeably. To create a new employee record, refer to the following instructions about using ANN and OVE.

Creating New Employee Records Using ANN

If you use the appointment process for creating employee records, follow the ANN instructions below.

• Check online to see if the new employee has an existing EID.
  • If the employee has an existing EID, be sure to use this EID when creating the employee record and proceed to use the OVE command.
  • If no EID is found, have the employee use the UT EID Self-Service Tools and follow the instructions to get a UT EID.
• Enter the employee's EID on the command line
• If no employee record is found for the EID entered you'll get this message: "No employee record found for this ID. Go to ANN or press PF4 to add."
• Press PF4 to be directed to the ANN command. The EID entered will remain in the field.
• Type the employee's social security number in the SSN field and press enter.
  • If there is a conflict found because the SSN and EID are associated with separate records you'll get a message indicating that 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 see "STN mismatch!" in the pop-up window on a student record, confirm the SSN by asking the student for a copy of his/her social security card. If you are using a copy of the social security card and have confirmed that a data entry error has not occurred and you are still encountering an STN mismatch, the student will need to take his/her original social security card to MAI 16, Registration Supervision, to correct the student record before the employee record can be completed.
  • If the EID is a conflict (the name will be displayed after the EID is entered on ANN or OVE), confirm that you typed the EID correctly. Note: common typing errors are the letter L and the number one or the letter O and the number zero.
• A pop up window will appear. Type the employee's name. The name used should be the employee's legal name—if you have a copy of the social security card, use the name on the card. Remember: 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, and 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.

Creating New Employee Records Using OVE

If you have used OVE in the past, you should continue to use OVE by following the below instructions.

• Check online to see if the new employee has an existing EID.
  • If the employee has an existing EID, be sure to use this EID when creating the employee record and proceed to use the OVE command.
  • If no EID is found, have the employee use the UT EID Self-Service Tools and follow the instructions to get a UT EID.
• Type the EID in the designated field.
• Type the employee's social security number in the SSN field and press enter.
  • If there is a conflict found because the SSN and EID are associated with separate records, you'll get a message indicating that 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 see "STN mismatch!" in the pop-up window on a student record, confirm the SSN by asking the student for a copy of his/her social security card. If you are using a copy of the social security card and have confirmed that a data entry error has not occurred and you are still encountering an STN mismatch the Student will need to take their original social security card to MAI 16, Registration Supervision, to correct the student record before the employee record can be completed.
  • If the EID is a conflict (the name will be displayed after the EID is entered on ANN or OVE), confirm that the EID was typed correctly. Note: common typing errors are the letter L and the number one or the letter O and the number zero).
• A pop up window will appear. Type the employee's name. The name used should be the employee's legal name—if you have a copy of the social security card, use the name on the card. Remember: 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."