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| Use the HR Data Request Form to request distribution of HR and Payroll data or creation of
special reports. All requests must have the approval of the requesting
department's appropriate Vice President, C.O.O., Dean, or appropriate senior
management or senior administrator. |
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Purpose
To insure appropriate access to and utilization of confidential Human Resources and Payroll data - any data that pertains to an employee - maintained in central electronic files for distribution of labels or electronic data files, or for the creation of special reports.
Policy
HR and Payroll data distribution and report requests will be approved for reasons that strictly support official business and administrative needs of Duke (e.g., reporting requirements, administrative analysis, communications for approved Duke programs etc..).
All requests must be approved by the requesting department's appropriate Vice President, C.O.O., Dean, or appropriate senior management or senior administrator.
Note: Effective with the implementation of SAP R/3, Social Security Numbers will be replaced with Duke Unique Ids. Thereafter, Social Security Numbers will only be provided in times of legal necessity (e.g. federal, state reports).
Procedures
- All requests for distribution of HR and Payroll data or creation of special reports must be sent to the Human Resources Information Systems department of Human Resources. All requests must have the approval of the requesting department's appropriate Vice President, C.O.O., Dean, or appropriate senior management or senior administrator, and provide the following:
- The use/purpose of the data requested
- A submission of any messages/materials to be distributed based on the data (these materials will be reviewed by the Vice President of HR, the Vice President of Financial Services, and/or their designees)
- A description as to how long the data will be used and how, where and by whom it will be maintained.
- Requests should be completed at the online HR Data Request Form. Once a requestor completes an online form, the request is automatically sent to the requesting department's appropriate Vice President, C.O.O., Dean, or appropriate senior management or senior administrator - requestors will be asked to provide the email address. The appropriate department VP, C.O.O., Dean, or appropriate senior management or senior administrator will then be asked to review the request and, if it is approved, forward it on to
HR.
- HR will respond within 5 business days to data/label requests. Requests for special reports will be given an estimated time for completion once the report requirements have been reviewed by
HR and other departments as needed (Payroll, OIT and Administrative Systems Management). Some requests will require special programming that will need to be prioritized with their other commitments.
- The data reflects HR and Payroll information at a point in time and can only be considered accurate at that point in time.
All requestors must ensure the following:
- The information requested in this form consists of confidential HR and Payroll data. It is the responsibility of the recipient of this information to ensure that the data only be used for the purpose approved, that it be stored securely, and that unauthorized access to the data is prevented.
- This information may not be disclosed, made available or otherwise used for any purpose other than specified. The requestor is also prohibited from selling or distributing the data received.
- Data received by electronic file, hardcopy data, and copies made from hardcopy data must be destroyed within 5 business days following the completion of use. Requestors must email the HR Helpdesk
(hrishelp@mc.duke.edu) when the file has been deleted.
Violations of the terms of the agreement will constitute misuse of confidential personnel information and applicable Duke policies will be followed.
Note: The below agreement will be forwarded to the requestor of the data along with the data file.
Duke Personnel Data Service Agreement
You are receiving confidential data on Duke employees in electronic format. Please understand that this data is complete and/or correct as of date required - HR and Payroll information changes constantly. You may use this data only for the purpose for which you requested. If you need similar or the same information in the future please submit another request. To avoid accidental, inappropriate, or unauthorized use of this data in the future, please delete all copies of these files, including backups - electronic and hardcopy - within five business days after use. Please email the HR Helpdesk at
hrishelp@mc.duke.edu once the files have been deleted.
Thank you for helping us maintain the integrity of use of our employee data.
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