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 online 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. What if I don't have access to a computer?
Q. What if I don't have a GatorLink username and password?
Q. I am the HR/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 am an adjunct faculty member but not on the UF payroll. Am I listed in the UF Directory?
Q. Who may I contact for more information?
Identity and Primary Coordinators
Q: How do I get access to the applications I need as a Directory Coordinator?
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?
Q: How do I change the 'Network Managed By' relationship?
Q: What do I do if an individual has multiple UFID's?
Q: Why can't I update the Emergency Contact Information on a UFID?
Q: How can I search for individuals in my department by a specific affiliation?
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.
I just updated my entry in the myUFL portal
using the “Update my Directory Profile.” Why does the online
phonebook still have the old information?
Changes to your home address and phone number can take up to 15 minutes to
be reflected in the online 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 Identity 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 hired and
usually comes from an official document such as your Social Security card, visa paperwork, driver's license, etc.
The Display Name is what you want people to see in the UF Directory (online 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 online
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.
- UF Business Mailing Address (BUSN): 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 worker's compensation coverage. - Local Home Physical Location Address (PHYS1) 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 Identity Coordinator.
Why do I need a UF email address that I must check daily?
There are times when 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
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 email address is?
Your UF 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 email or forward your GatorLink email in
the myUFL portal are also found under the My Account folder.
Why am I unable to update my UF Business Name and Birth Date?
Because they affect insurance, payroll and tax records, changes related to your
employment information must go through your department's Identity Coordinator, who will follow up with the appropriate core office.
What if I have more than one phone number?
You can add or change phone numbers in the UF Directory by going to the
myUFL portal > My Account > Update My Directory Profile and Update Emergency Contact.
What if I don't want my home address and phone number listed?
You can choose to have your Local Home and Permanent Home data set to 'Publish' or 'Do Not Publish' in the
UF Directory by navigating to My Account > Update My Directory Profile in the myUFL portal.
This will include both the address and telephone number. This setting can be changed at any
time and may take up to 15 minutes to be reflected in the online phonebook. The University of
Florida Telephone Directory will, of course, reflect your data as it stands when the paper
directory goes to print.
If you select 'Publish', your personal contact information can be made available in public directories. If you select 'Do Not Publish', your personal contact information remains unpublished. You will not appear in the online phonebook or public search of UF information. Your SSN is never published by the University of Florida. Note: Work address information will be published for UF employees.
Even if you choose to not publish this information, it is required that you provide your home address to the university, because it is necessary for payroll and tax reporting.
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 Identity 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 Computing Help Desk (helpdesk@ufl.edu or
392-HELP) for more information.
As my department's HR/Payroll representative, I need to make changes for members of my department. Where
should I make these changes?
You can edit information in Identity Access Management. If you think you should, but do not have 'Manage Identity Information'
under Identity Access Management, please contact your Department
Security Administrator and ask them to submit a request in the Application
Access Request System. If you're not sure who your department security administrator is,
please contact the UF Computing Help Desk (helpdesk@ufl.edu or 392-HELP).
What if I work for a UF affiliate?
If you work for an affiliate, such as the UF Foundation or the University 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 Computing Help Desk (helpdesk@ufl.edu or 392–HELP) for more information.
I am 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 UF 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 Computing 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 Computing
Help Desk at 392-HELP or helpdesk@ufl.edu.
Identity and Primary 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. One of the following roles should be requested UF_PA_IDM_COORDINATOR,
UF_PA_PRIMARY, UF_PA_IDM_VIEWER. When requesting these roles be sure your DSA includes the Dept IDs that
you want to manage are in the Requester comments area. If you or your IT personnel will also be adding
the Network Managed By Relationship you will need UF_PA_IDM_NETMGR, and the requestor comment area should be
left blank. For more information about the UF Directory and to view training materials,
security roles, and other additional resources please visit: http://www.bridges.ufl.edu/directory.
How do I add someone to the Directory?
Sign on to the myUFL portal > Identity Access Management > Management Identity Information.
This will take you to a search screen, where you will be able to add a person after you've verified
that the person is not in the directory. Enter either the SSN, or name and DOB of the person you want
to add. When adding a new person to the UF 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 UF Directory, which can create
a lot of problems.
How do I create a relationship in the Directory?
If the Primary Dept id is blank on the UFID that you need to relate, or is outside of your scope of authority, email UF Bridges Identity Administration. Sign on to the myUFL portal > Identity Access Management > Management Identity Information. Enter the individual's UFID and select the UFID that was found. Click on the Department Affiliations tab and click the magnifying glass to choose the affiliation from the search results. Enter your DeptID, and if a relationship end-date is required enter it in that field and click on 'Create'.
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 (online 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.
An Identity Coordinator can edit all names on someone's behalf, except for the Business name. That should be done through one of the following offices: Academic Personnel (if faculty), Office of the Registrar (if student) or to Human Resource Services' Processing and Records (if other non-student employee). All others should be sent to Identity Administration at UF Bridges. The need to notify those offices has not changed, and the need for documentation also remains the same.
How do I make changes in the Directory for the employees in my department?
Sign on to the myUFL portal>Identity Access Management>Management Identity Information.
You must have the appropriate user security roles to access this area. Enter the UFID of the
person and select the UFID that was returned. When his or her information appears, select one of the
tabs above the header information, and make the necessary changes to the UFID.
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 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 that an address change in the UF Directory does not change the address on the W–4. For more information and to get the
forms you need, please visit the 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 UF Directory, you may be requested to present the appropriate documentation to
one of the following core areas:
- The Office of the University Registrar at Criser Hall, if a student.
- Processing and Records at HR, if an employee.
- Academic Personnel at HR, if a faculty member.
- All others should be processed by Identity Administration at UF Bridges.
Note: Social Security Numbers should not be sent via email.
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.
What is the difference between the UFID translators?
There are potentially two ways to translate UFIDs:
- Translate SSN with DOB to UFID – Both the SSN and DOB must be in the UF Directory for a UFID to be returned. This is where an individual can go to find out his or her UFID. This tool was not designed as a way for Identity Coordinators to see if people are or are not in the UF Directory. In fact, is useless and confusing if you try to use it for that purpose. The person may be in the UF Directory without a DOB entry, or without an SSN entry. Use Identity Management 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 one, SSNs and press a button to get the UFIDs returned. This is typically used by Human Resource Services.
How do I change the Network Manage By relationship?
You must have the appropriate role, UF_PA_IDM_NETMGR, in order to perform this function. Sign on to the myUFL portal > Identity Access Management >
Management Identity Information > Network Managed By. Enter the UFID of the person whose NWMB needs to be added or changed, and click 'Create'.
You can only have one Network Managed By relationship at a time.
What do I if an individual has multiple UFIDs?
Contact the UF Computing Help Desk or UF Bridges Identity Administration,
and provide the UFIDs, names, DOB and/or SSN associated with each UFID.
Why can't I update the Emergency Contact information on a UFID?
This can only be done by the identity owner through the self service application: My Account > Update Emergency Contact.
How can I search for individuals in my department by a specific affiliation?
From the search screen in Manage Identity Information, enter the affiliation type and department ID in section 3,
and click on 'Search'.
