Note: In order for the Dependents option to be available in Web Link, a user must be defined with rights to view/edit personal information and have the Employee ID field completed (within the User Security option in the School Accounting System); and also the Web Link Setup Options must be completed to allow the dependent information to be viewed (and edited, if desired).
Select the Employee Information menu, Personal Information, and then Dependents.
The dependents as recorded for your user (employee) in the Employee File in the School Accounting System display on the Dependents screen.
If the Web Link Setup Options are defined so the dependent information can only be viewed, the fields are disabled (gray) and cannot be changed.
If the Web Link Setup Options are defined so the dependent information can be edited, the fields are enabled; make the changes to the dependent information as needed.
Note: If the Web Link Setup Options are defined so the changes to the dependent information must be reviewed and processed in order to update the information in the Employee File in the School Accounting System, the Change Pending Status field (column) reflects the appropriate status for a change that was made (saved) for a dependent but not yet processed; the status will no longer display once the change is processed in the Employee File.
Tip: If needed, click the Add Row button located in the upper left corner of the Dependents List to add a new dependent. Select the Remove field (column) to delete a dependent; a checkmark will appear in the box if the field is selected.
Enter the first name for the dependent in the First Name field. The first name can be up to 30 characters long.
Enter the middle name or the middle initial for the dependent in the Middle Name field, if desired. The middle name can be up to 30 characters long.
Enter the last name for the dependent in the Last Name field. The last name can be up to 40 characters long.
If applicable, enter the suffix (such as Jr. or Sr.) for the dependent in the Suffix field, or click the down-arrow button to select the correct one.
If desired, enter the relationship with the dependent (such as Child, Daughter, Husband, Son, or Wife) in the Relationship field, or click the down-arrow button to select the correct one.
If desired, in the Gender field, enter the sex (Female or Male) of the dependent, or click the down-arrow button to select the correct one.
If desired, enter the dependent’s social security number in the Social Security Number field. The system will automatically add the dashes.
If desired, enter the dependent’s date of birth in the Birth Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
After all the changes have been made, click the Save button.
A message will appear stating the information was saved; click OK.
If designated to do so in the Web Link Setup Options (in the School Accounting System), notification emails for changes to the dependent information will be sent to the appropriate users. If there were notification email messages that did not go through, an error will be tracked in the Activity Log option (on the System Log tab) in the School Accounting System and an alert will appear on the main School Accounting System screen. If an email is rejected, the rejection notice will be sent to the appropriate address for the designated email address in the Email Manager option.
Note: Only one notification email is sent for changes made to dependent information for a certain employee until the changes have been processed for that employee, if applicable.
Select the Home option on the top of the screen to close the Dependents screen.