UF Directory
General
Q: I need to change my contact information
(address, email, phone, etc.) at UF. How do I do this?
Q: I just updated my entry in the myUFL portal
using the “Update my Directory Profile.” Why does the on–line
phonebook still have the old information?
Q: My entry (or someone else’s) is wrong.
Can you please change it?
Q: What is the difference between the UF Business
Name and the Display Name?
Q: What do the different addresses
mean in the Directory and why should I make sure they are correct?
Q: Why do I need a UF Business email that
I check daily?
Q: How can I find out what my UF Business
Email address is?
Q: Why am I not able to update my UF Business
Name and birth date?
Q. What if I have more than one phone number?
Q. What if I don’t want my home address
and phone number listed?
Q. I thought I was just removing my address
and phone number from the Directory (and on–line phone book) but now
I am not listed at all. What happened?
Q. What if I don’t have access to a
computer?
Q. What if I don’t have a GatorLink
username and password?
Q. As my department’s Human Resources/Payroll
representative, I need to make changes for members of my department. Where
should I make these changes?
Q. What if I work for a UF affiliate?
Q. I’m an adjunct faculty member but
not on the UF payroll. Am I listed in the UF Directory?
Q. Whom can I contact for more information?
Q: How do I get access to the applications
I need as a Directory Coordinator?
Q: What is the Retrieve Departmental Affiliate
application?
Q: How do I add someone to the Directory?
Q: How do I create a relationship in the Directory?
Q: What is the difference between the UF Business
Name and the Display Name?
Q: How do I make changes in the Directory
for the employees in my department?
Q: How can I change a phone number in the
Directory?
Q: Is a new W–4 required when you change
a Permanent Home Address or UF Business Name in the UF Directory?
Q: How do I update a Social Security number
(SSN) in the Directory?
Q: What does “Active” status
mean?
Q: What is the “Network Managed by”
relationship in the UF Directory?
Q: What is the difference between the UFID
translators?
General
I need to change my contact information
(address, email, phone, etc.) at UF. How do I do this?
The UF Directory is the sole source of your contact information at the University
of Florida. Make sure the information it is up to date by logging on to
the myUFL portal with your GatorLink username and password. Navigate to
My Account > Update My Directory Profile in the myUFL portal.
Each heading with orange text is a link to an area where you can edit your information. Select the area, then select from the options on the left, and follow the instructions to edit your information. There is a publish/do not publish selection on most pages. If you select “Do Not Publish” on the Personal Information section then you will not have any information displayed to the public, including your name and business address, phone number or email address. After you are finished making all of your changes to your Directory profile, click on “Published View” in the left–hand menu to verify what will display to the public.
I just updated my entry in the myUFL portal
using the “Update my Directory Profile.” Why does the on–line
phonebook still have the old information?
Changes to your home address and phone number made via Gatordex can take
up to 24 hours to be reflected in the on–line phonebook.
My entry (or someone else’s) is wrong.
Can you please change it?
UF faculty, staff, and affiliates have control over updating their own Directory
information. In some departments, the Directory Coordinator can make changes for faculty and
staff in their departments. In other cases, the individual faculty or staff
member will need to navigate to My Account > Update My Directory Profile
in the myUFL portal.
What is the difference between the UF Business
Name and the Display Name?
The UF Business Name is your official name that is entered when you are
first hired and usually comes from a Social Security Card or Driver’s
License. The Display Name is what you want people to see in the UF Directory
(on–line phonebook), such as “Bob” instead of “Robert”
or “John Doe” instead of “Michael J. Doe.” You can
modify your own display name but not your business name.
What do the different addresses
mean in the Directory and why should I make sure they are correct?
The UF Directory is the sole source of contact information at the University
of Florida and is used to populate the myUFL systems and the on–line
phonebook. Faculty and staff are strongly encouraged to make sure their
information is correct and up to date via the myUFL portal > My Account
> Update My Directory Profile. In the Directory, click on the orange
“Addresses and Phone Numbers” header to add or modify your addresses.
Review this list of addresses that are stored in the Directory and why you need to make sure they are up to date and not blank:
- UF Business Mailing Address (BUSN1): Open Enrollment Supplemental benefits package, campus–wide publications, and other official communication are sent to this address. Should be a Campus PO Box.
- UF Business Physical Location Address (WORK): May be used to locate you for a delivery or a meeting. Travel reimbursements for non–employees are sent to this address. Should be a campus street address or building name and room number. The County is used to report employees’ salaries and wages for unemployment compensation purposes to the Florida Department of Revenue, Florida Agency for Workforce Innovation, and the U.S. Department of Labor.
- Permanent Home Mailing Address (HOME): Required for all employees. Communications from the State of Florida Division of Retirement are sent to this address. Nonresident Aliens must have their foreign country address in this field for 1042–S reporting. With the exception of foreign nationals, part–time residents and students, this address is typically the same as one’s local home mailing address. May be a street address or a PO Box.
- Local Home Mailing Address (MAIL): Tax information, including your Form W–2, and travel reimbursements (if not using direct deposit) are sent to this address. UF Benefit information (including the upcoming 2006 Fall Open Enrollment summary statement) and communications from benefit vendors are sent to this address. Nonresident Alien payments and Treaty Exempt Wages are sent to this address. Other official communication may be sent to this address. With the exception of foreign nationals, part–time residents and students, this address is typically the same as one’s permanent home mailing address. May be a street address or a PO Box. Important: The Florida County listed for this address determines your choice of HMO plans and workers’ compensation coverage.
- Local Home Physical Location Address (PHYS) or Emergency Contact: If you use a PO Box for your permanent or local home mailing address, you should make sure one or both of these fields is populated with a street address in case your family needs to be personally contacted in case of an emergency or crisis.
- 1 The four character code indicates the corresponding address in the myUFL systems. This information is primarily provided for the benefit of department administrators who enter new hire information in Workforce Administration > Personal Information.
Additionally, many official communications are sent to your UF Business Email Address. Please make sure this email is correct in the Directory via My Account > Modify My UF Business Email.
If you need help updating your Directory information in the portal’s My Account > Update My Directory Profile, please read the appropriate instruction guides on the Directory services page at http://www.bridges.ufl.edu/directory or contact your department’s Directory Coordinator.
Why do I need a UF Business email that I
check daily?
The University will need to send you critical, time–sensitive information
via email. This includes GatorLink password expiration notices and automated
notifications from the myUFL systems. Please check to make sure your UF
Business Email Address is valid and checked daily, or forwarded to another
university email account that is checked regularly.
How can I find out what my UF Business Email
address is?
Your UF Business Email address is the email address listed for you in the
UF Directory. You can view your Directory entry by going to the myUFL portal
and clicking on My Account in the myUFL Menu, then Update My Directory Profile.
Links to change your UF Business Email or forward your GatorLink email in
the myUFL portal are also found under the My Account folder.
Why am I not able to update my UF Business
Name and birth date?
Because they affect insurance, pay and tax records, changes related to your
employment information must go through your department’s Directory Coordinator, who will follow up with the appropriate
HR office.
What if I have more than one phone number?
In the “Addresses and Phone Numbers” section of the Directory,
you can enter phone numbers. Select the type of phone number you are adding
from the drop down list. All the data you enter in these fields will be
published, unless you specify otherwise. Note that you can only have one
of each type.
What if I don’t want my home address
and phone number listed?
You can choose to suppress this information in the paper and on–line
phonebooks. When you update your Directory profile, you will see headings
with orange text that divides your information into different sections.
Each heading is hyperlinked to an area where you can edit your information.
Select the area, then select from the options on the left, and follow the
instructions to edit your information. When you are done, you can select
“Published View” to see how things will appear. You will see
the check box for keeping your personal information out of the printed and
on–line phonebooks. It is important that all employees verify that
the appropriate box is checked. This setting can be changed at any time
and may take up to 24 hours to be reflected in the on–line phonebook.
The University of Florida Telephone Directory will, of course, reflect your
data as it stands when the paper directory goes to print.
Even if you choose to “not publish” this information, it is required that you provide your home address to the University because it is for payroll and tax reporting.
I thought I was just removing my address
and phone number from the Directory (and on–line phone book) but now
I am not listed at all. What happened?
Some people mark the “Do not publish” box for all of their personal
information because they mistakenly think that their Social Security number
will be displayed publicly. The Personal Information section of the Directory
refers to your name, addresses and phone numbers. Your SSN is NEVER published
by the University of Florida.
If you select “No” to the first question in this section, then none of your information will be displayed including your name. This is not a good practice because others will find it hard to do business with you at the university. Instead, we recommend that you check “Yes” for publishing your Personal Information and then select “Do Not Publish” for everything but your business email address and business phone numbers.
What if I don’t have access to a computer?
If you do not have access to a computer, you should report address/phone
changes to your department Directory Coordinator or use a home or public computer
to update this information yourself. Employees and students can use the
computers in the CIRCA Computer Labs (131 Architecture 392–1009, 408
Weil Hall 392–2431, 232 Bryan Hall 392–3272, E211 CSE 392–2446,
E211 CSE 392–3713).
What if I don’t have a GatorLink username
and password?
You can create a GatorLink account at https://my.ufl.edu. Contact the
UF Help Desk ( helpdesk@ufl.edu or
392–HELP) for more information.
As my department’s Human Resources/Payroll
representative, I need to make changes for members of my department. Where
should I make these changes?
As a proxy for your department, you can edit information in Manage Directory
Information. If you think you should, but do not have Manage Directory Information
on your Admin Menu, please contact your Department
Security Administrator and ask them to submit a request in the Application
Access Request System. The two applications you may need include Manage
Directory Information and Retrieve Departmental Affiliate. If you’re
not sure who your department security administrator is, please contact the
UF Help Desk (helpdesk@ufl.edu or 392–HELP).
What if I work for a UF affiliate?
If you work for an affiliate, such as UF Foundation or Athletic Association,
you maintain your data by navigating to My Account > Update My Directory
Profile in the myUFL portal. If you do not have a GatorLink username, you
create a GatorLink account at https://my.ufl.edu. Contact the
UF Help Desk (helpdesk@ufl.edu or
392–HELP) for more information.
I’m an adjunct faculty member but
not on the UF payroll. Am I listed in the UF Directory?
Yes, adjunct professors should be listed in the Directory. You can update
your Directory information by navigating to My Account > Update My Directory
Profile in the myUFL portal. If after updating your information there, you
still have inaccuracies in your entry, please contact the UF Help Desk at
392–HELP or helpdesk@ufl.edu.
Whom can I contact for more information?
First, review materials online at the Bridges Web site. If you still need help, contact the UF
Help Desk at 392–HELP or helpdesk@ufl.edu.
Directory Coordinators
How do I get access to the applications
I need as a Directory Coordinator?
Please contact your Department Security Administrator and ask them to submit
a request in the Access Request System. The two applications you may need
include Manage Directory Information (Role: UF_N_DIR_ADD_PERSON; UF_N_DIR_BROWSE_DEMOG_INFO;
UF_N_MAINT_DEMOGRAPH_INFO) and Retrieve Departmental Affiliate (Role: UF_N_RETRIEVE_DEPT_AFFILIAT).
For more information about the Directory and to view training materials,
security roles and other additional resources please visit: http://www.bridges.ufl.edu/directory.
What is the Retrieve Departmental Affiliate
application?
The Retrieve Departmental Affiliate will allow departmental personnel to
download employee demographic information into MS Word or Excel files. Your
security to this application is tied to the PeopleSoft Department ID (or
DeptID). DSAs should use the highest DeptID in the PeopleSoft DeptID Structure
when requesting the role. To use it, go to Retrieve Departmental Affiliate
in the Admin Menu under the Directory category. Select the Desired Group,
enter your DeptID (e.g., 69010000) and click the Get List button. You may
only select one group to download at a time. Follow the download instructions
on the bottom of the screen. The information presented consists of: UFID
Number, UF Business Email, Working Title, UF Phone Number, and UF Business
Address.
How do I add someone to the Directory?
Sign on to the myUFL portal > Quick Links > Admin Menu > Manage
Directory Information > Select “Add Person.” Be sure you
check to see if the person already exists in the Directory before creating
a new record. When adding a new person to the Directory, the more information
you provide the better. These two steps–careful search of existing
records and entering comprehensive information–will help prevent an
individual from having more than one UFID in the Directory, which can create
a lot of problems.
How do I create a relationship in the Directory?
- Sign on to myUFL Portal > Quick Links > Admin Menu.
- Go to Manage Directory Information.
- Enter the individual’s UFID and press the Get Basic Information button.
- Select Relate Person from the menu on the left.
- Drop down the menu and choose the type of relationship.
- Enter your DeptID in the field, use the lookup button if you’re not sure.
- Verify the information.
- Press the Submit button.
What is the difference between the UF Business
Name and the Display Name?
The UF Business Name is your official name that is entered when you are
first hired and usually comes from a Social Security Card or Driver’s
License. The Display Name is what you want people to see in the UF Directory
(on–line phonebook), such as “Bob” instead of “Robert”
or “John Doe” instead of “Michael J. Doe.”
An individual can update their Display Name in myUFL portal > My Account > Update My Directory Profile.
A Directory Coordinator can edit all names on someone’s behalf. If a Directory Coordinator updates the UF Business Name, he or she must send supporting documentation to Academic Personnel (if faculty), Registrar’s Office (if student), or HR Processing and Records (if other non–student employee). The need to notify those offices has not changed and their need for that documentation has not changed.
How do I make changes in the Directory for
the employees in my department?
In the myUFL portal > Quick Links > Admin Menu > Manage Directory
Information. You must have the appropriate user security roles to access
this area. Enter the UFID of the person and click the “Get Basic Information”
button. When his or her information appears, click “Manage Profile”
from the menu on the left. Again, this will only appear if you have security
to perform that function.
Each heading with orange text is a link to an area where you can edit your information. Select the area, then select from the options on the left, and follow the instructions to edit your information. There is a publish/do not publish selection on that page. When you are done, you can select “Published View” to see how things will appear.
How can I change a phone number in the Directory?
- Go to Manage Directory Information.
- Enter the UFID and press the Get Basic Information button.
- Click Address and Phone Numbers in Maintain Profile.
- From the menu on the left, select Edit Phone.
- Then select Edit Phone again.
- Then click the button next to the one you want to change and press the Submit button.
- Enter the correct phone number and press Submit.
Is a new W–4 required when you change
a Permanent Home Address or UF Business Name in the UF Directory?
Yes, a new W–4 is still required when changes are made to one’s
permanent home address or official name due to marriage, divorce, etc. Please
advise employees in your area, an address change in the Directory does not
change the address on the W–4. For more information and to get the
forms you need, please see the Division of Human Resources Web site at
http://www.hr.ufl.edu.
How do I update a Social Security number
(SSN) in the Directory?
To have an SSN changed in the Directory, present the appropriate documentation
to:
- The Office of the University Registrar at Criser, if a student.
- Processing and Records at the Stadium, if an employee.
- Academic Personnel in Tigert Hall, if a faculty member.
What does “Active” status
mean?
The Active status simply means the individual has an active entry in the
Directory. This status does not necessarily reflect employment. When an
employee leaves UF, the relationship would simply be removed, or perhaps
changed to “ex–employee”. However, the entry can still
remain active, since that person may have relationships in other areas of
campus. The department can remove the relationship with him by going to
“Relate Person” and selecting “Remove” next to the
appropriate relationship.
What is the “Network Managed by”
relationship in the UF Directory?
As our computing environment grows larger and more complex, and as applications
require more from the network, more is required from a directory service.
To address these needs, UF has implemented Active Directory to improve the
management and security of UF’s network.
Active Directory needs to form a relationship based on network administration. For example:
- Albert Gator is in the OIT department.
- His computer and user account as managed by ERP (Bridges).
- To facilitate that his user account in Active Directory is managed by the appropriate entity we will change his "Network Managed by" to ERP (Bridges).
- This will result in his user account being moved to ERP PROJECT so it can be administered there.
Here’s what that means to Directory Coordinators who have the “Relate Person” function:
Initially, the relationship will be populated with the individual’s current ORG ID and will be changed as needed. The change may happen by an authorized system administrator with/or without your knowledge. That system administrator may ask you to do it. If so, this change will be made in the “Relate Person” area of Manage Directory Information.
What is the difference between the UFID
translators?
There are potentially two translators on your menu:
- Translate SSN with DOB to UFID – This is where an individual can go to find out his or her UFID. This tool was not designed as a way for Directory Coordinators to see if people are or are not in the Directory and in fact, is useless and confusing if you try it to use it for that purpose. The person may be in the Directory without a DOB entry, or without an SSN entry. Use the Lookup Person button in Manage Directory Information to search the Directory to see if someone has an entry.
- UFID Group Translator – this translator allows you to enter up to 500, and a few as 1, SSNs and press a button to get the UFIDs returned.
