Multi-Factor Authentication for Access to Private Information
Multi-factor authentication for private information pages enhances employee data security by requiring another level of authentication to view employee private information.
When this multi-factor authentication (MFA) for private information is enabled and users (employees, managers, or employee administrators) attempt to access private information pages for themselves or other employees, a Security Access Code Request page restricts access. Users can then select the preferred method to receive a security access code. Once the access code is delivered, it must be entered on the Security Access Code Request page within 10 minutes to access employee private information pages.
Access to employee private information is limited to 60 minutes. This includes any supported private information page or business process, regardless of which was initially accessed. During this time, access is provided to all employee private information in the manager's or employee administrator's qualified employee group. Access expires when the user logs out of the session.
When enabled, a security access code is required for users to access the employee private information pages or business processes listed in the following table.
| Restricted Access To | Page Name | Navigation |
|---|---|---|
| Page | Private Info | Manager: Menu > My Team > My Employees > select employee > Personal > Private Info Employee Administrator: Menu > Administration > Employee Admin > My Employees > select employee > Personal > Private Info |
| Business Process | Change Private Information | Manager: Menu > My Team > My Employees > select employee > Personal > Private Info > Things I Can Do > Change Private Information Employee Administrator: Menu > Administration > Employee Admin > My Employees > select employee > Personal > Private Info > Things I Can Do > Change Private Information |
| Business Process | Change I-9 | Manager: Menu > My Team > My Employees > select employee > Personal > Private Info > Things I Can Do > Change I-9 Employee Administrator: Menu > Administration > Employee Admin > My Employees > select employee > Personal > Private Info > Things I can Do > Change I-9 |
| Page | Form W-2 Wage and Tax Statement | Manager: Menu > My Team > My Employees > select employee > Taxes > W-2 Employee Administrator: Menu > Administration > Employee Admin > My Employees > select employee > Taxes > W-2 |
| Business Process | Change Income Tax | Manager: Menu > My Team > My Employees > select employee > Taxes > Things I Can Do > Change Federal W-4 Withholding Employee Administrator: Menu > Administration > Employee Admin > My Employees > select employee > Taxes > Things I Can Do > Change Federal W-4 Withholding |
| Business Process | Change Name, Address, and Telephone | Employee: Menu > Myself > Personal > Name, Address, and Telephone > Things I Can Do > Change Name, Address, and Telephone Note Employees are only prompted with MFA when using this business process to edit employee data. Manager: Menu > My Team > My Employees > select employee > Things I Can Do > Change Name, Address, and Telephone Employee Administrator: Menu > Administration > Employee Admin > My Employees > select employee > Things I Can Do > Change Name, Address, and Telephone |
| Business Process | Add Alternate Telephone | Employee: Menu > Myself > Personal > Name, Address, and Telephone > Things I Can Do > Add Alternate Phone Number Note Employees are only prompted with MFA when using this business process to edit employee data. Manager: Menu > My Team > My Employees > select employee > Things I Can Do > Add Alternate Phone Number Employee Administrator: Menu > Administration > Employee Admin > My Employees > select employee > Things I Can Do > Add Alternate Phone Number |
Update Phone and E-mail Address Information
All users must have E-mail and Phone information stored in UKG Pro so that they can be contacted for multi-factor authentication and security notifications.
If you need to update your phone (voice and/or text) and e-mail address information before you request a security access code when using Multi-Factor Authentication to access private information for employees, complete one of the following:
- Add or change your primary work phone number, home phone number, primary e-mail address, or alternate e-mail address from the Change Name, Address, or Telephone page.
- Add or change an alternate phone number from the Add/Change Alternate Phone Number page.
Note
- The Change Name, Address, or Telephone and Add/Change Alternate Phone Number business processes may be configured to require that your changes be approved before the changes are effective. If approvals are configured for either of these business processes, an indication appears on the page when you save your changes.
- As an additional security precaution, when an employee adds or changes phone number information, an e-mail notification is sent to the employee's primary e-mail address or secondary e-mail address if no primary e-mail address is available. Additionally, when an employee adds or changes an e-mail address, an e-mail notification is sent to the employee's current e-mail address.
Change Name, Address, or Telephone Information
On the Change Name, Address, or Telephone page, you can add or change information, including your name, home phone, address, and primary and alternate email addresses.
All phone numbers, except the work number, can be designated as private in order to keep the number from appearing anywhere else in the portal, such as the Employee Directory.
Tip If you are unable to add or change information on this page, contact your HR administrator for more details.
Navigation:Menu > Myself > Personal > Name, Address, and Telephone
- From the Name, Address, and Telephone page, select Edit. The Change Name, Address, or Telephone page appears.
- Enter an effective date. Changes can be future dated.
- Enter your name, address, telephone, and email.
- If the Quick Address Search box is visible, start to enter your address and select the desired address from the list.
- In the address section, select the Finder icon next to the County field available for U.S. addresses to automatically update the field.
- In the Telephone section, use these guidelines to enter the number:
- The Primary Home Phone and Work Phone number fields are validated based on the correct digit length of the selected country.
- For U.S. and Canada phone numbers, the valid field format is a three-digit area code in parentheses followed by three digits, a hyphen, and four digits (for example (555) 666-7777).
- For global country phone numbers, the number is validated based on the digit length of the selected country. A warning message appears if the phone number you enter does not contain the correct number of digits for the country.
- Select Yes from the Private box if the primary home telephone number should be kept private.
- Select Save. The Name, Address, and Telephone page appears with the new information.
Note A warning message appears if the update requires a change to your state tax withholding form (Menu > Myself > Pay > Income Tax).
Add or Change Alternate Phone Number Information
Add or change alternate phone number information, including the type of phone (home, cell, or work) and phone number on the Add/Change Alternate Phone Number page.
All alternate phone numbers can be designated as private in order to keep the numbers from appearing anywhere else in the portal or in the Employee Directory.
- From the Name, Address, and Telephone page, complete one of the following:
- To add alternate phone numbers, in the Things I Can Do section, select Add Alternate Phone Number.
- To change alternate phone number information, in the Alternate Phone Numbers section, select an existing telephone number.
- To delete an alternate phone number, select the number. From the Add/Change Alternate Phone Number page, select Delete.
- From the Add/Change Alternate Phone Number page, select a telephone type.
- Select a country from the Country drop-down list.
- OPTIONAL: Enter the country prefix for phone calls (for example, USA is 01, Canada is 011). This is valid only when calling from outside the US or Canada.
- Enter the telephone number.
- OPTIONAL: Enter an extension.
- Select Yes from the Private drop-down list to designate that the number should be kept private.
- Select Save. The Name, Address, and Telephone page appears with the new information.
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