Contact Update Online Help

Navigating the Site

Once you've logged into the system, a list of your entity's contacts will display. If the list is long, you may want to sort or search to find a specific contact.

Sorting - The list is sorted by title by default. To sort on another column, click on the caret (^) in the column header.

Searching - To search, click the Search link at the top of the page. In the "Search for" box, type the name of the person you're looking for, and then click the Search button. The results display below the search area.

Entity Information

Above the list of your entity's individual contacts is your entity's general contact information. If you notice that this information is incorrect or incomplete, click on the Edit link.

Enter or change information as necessary, and then click on the Submit button to save your changes. Note that submitting changes to your entity's general contact information will not affect contact information for individual contacts.

Note: Entity information is currently not available for State agencies.

Updating Contacts

When you click on a contact, the choices below appear. When updating information, always provide business contact information rather than personal contact information.

Verify Contact Information

If the contact information for the selected contact is correct, choose Verify.
Click in the certification checkbox above the Submit button to confirm that the information you are about to submit is correct.
Click the Submit button to submit the information.

Modify Contacts

If the contact listed is correct, but the contact information needs to be updated, choose Modify.
Update the information as necessary, being sure to use business contact information. Fields marked with asterisks (*) are required.
Once all required fields are up-to-date, click in the certification checkbox above the Submit button to confirm that the information you are about to submit is correct.
Click the Submit button to submit the changes.

Replace Contacts

If the contact listed is no longer in the position on record and has been replaced by someone else, choose Replace.
Enter the contact information for the new contact, being sure to use business contact information. Fields marked with asterisks (*) are required.
Once all required fields have been filled in, click in the certification checkbox above the Submit button to confirm that the information you are about to submit is correct.
Click the Submit button to submit the changes.

Remove a Contact

If the contact listed is no longer in the position on record and has not been replaced by someone else, choose Remove.
Click in the certification checkbox above the Submit button to confirm that the information you are about to submit is correct.
Click the Submit button to submit the change.

Create Contacts

If there is a contact in a position that is not listed, choose New Contact at the top of the list. Only choose this option if the contact is in a new position that is not already listed. Do not choose this option if the contact is replacing someone else. In that case, choose Replace after selecting the person who is being replaced.
Once you've selected New Contact, enter the new person's information, being sure to use business contact information. Fields marked with asterisks (*) are required.
Once all required fields are filled in, click in the certification checkbox above the Submit button to confirm that the information you are about to submit is correct.
Click the Submit button to create the new contact.

Organizational Roles

An organizational role identifies common functions within organizations without regard to a person’s official title. For example, the organizational role "State Agency - Head of Agency" can be designated as Commissioner, Chancellor, or Director, and so on.

Below is a list of organizational roles with definitions:

State Agencies

Fiscal

State Agency – Head of Agency: Responsible for operation of the agency.
State Agency – Head of Facility/Campus: Responsible for operation of the facility, campus, or other entity that is under the umbrella of a main agency.
State Agency – Deputy for Administration: Responsible for administrative functions at the agency.
State Agency – Fiscal Officer: Responsible for procurement and for Business Office functions.
State Agency – Internal Auditor: Responsible for Internal Audit Unit and for agency audit functions.
State Agency – Internal Control Officer: Designated as the Internal Control officer.
State Agency – Audit Liaison: Facilitates the audit/review process.
State Agency – Voucher Authorizer: Responsible for authorizing the transmission of vouchers for payment to OSC.

Payroll

Payroll Administrator: Responsible for overall administration and management of agency payroll
Payroll Coordinator: Coordinates payroll operations for an agency with multiple payrolls or facilities.
Payroll Officer: Responsible for day-to-day payroll operations; point of contact for agency payroll matters; responsible for review, interpretation, and implementation of actions contained in payroll bulletin.
Payroll Officer Backup: Responsible for day-to-day operations in the absence of the Payroll Officer.
Payroll Representative: Receives payroll information from OSC; responds to OSC payroll inquiries.
Payroll Network Administrator: Provides technical support for access to the New York State payroll system.
Payroll Security Administrator: Designated agency representative who authorizes access, reactivates passwords and deactivates access to the New York State payroll system for agency staff; submits security requests resulting from changes in job assignments and employee separations.
Payroll Technical Representative: Provides technical support for computer applications; provides technical support to payroll system users for the transmission, receipt, and processing of data files.
State Agency – Human Resource Director: Responsible for development, direction, and leadership for recruitment and selection, training and development, organizational development, and compensation and employee benefits programs, as well as other Human Resources functions.
State Agency – Human Resources Representative: Administers personnel functions for a State agency; resolves issues relating to personnel transactions.
State Agency – Benefits Administrator: Administers benefits programs for State employees; handles enrollments; resolves benefits, Workers’ Compensation, and retirement issues.