The MyPortal My Address instructions have been updated to remind users of important address information. Please see the full message HERE so that you are prepared to assist employees who may come to you with questions.
Address Updates in HRMS
In addition to the MyPortal My Address message, we have updated the HRMS Support Hub, Addresses user procedures with guidance to assist processors with time sensitive address updates. These may include address updates for employees who receive their paycheck by mail as well as ensuring address updates are completed and effective for timely for W-2 processing.
HRMS Address Changes for Mailings
Addresses Updates for Paychecks - For employees who receive warrants by mail, HRMS will use the address that is effective on the last day of the pay period when payroll processes. Address changes entered after Day 3, or with an effective date after the last day of the pay period, will not reflect the address change until the following pay period.
Address Updates for W-2s - W-2 address update requirements change each year. If address updates are needed for the W-2, the address must be effective on or before December 31st of the previous year. As W-2 processing is approaching each year, processors should refer to the current Year End Schedule to identify the date OFM will begin processing W-2s. Updates must be made prior to the initiation of W-2 processing. For example, if the Year End Schedule identifies “Start statewide W-2 processing” on January 8th, processors must complete the update no later than January 7th and the record Start date is December 31st of the previous year.
Modern Work Environment (MWE) Requests
There’s been an increase in errors related to MWE requests. The cause of the errors is when an employee edits a request after it has been submitted to their supervisor for approval. If a MyPortal user has previously submitted a change that is pending approval, they should not submit another change until the previous request has been Accepted or Rejected by their supervisor. Editing a request that has already been submitted and is pending approval will result in the request being locked and the employee’s supervisor, HR, or Payroll team will need to contact the OFM Help Desk to delete the request prior to resubmitting.
