UF Identity Registry: FAQs

General

I need to change my contact information (address, email, phone, etc.) at UF. How do I do this?
The UF Identity Registry 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 Identity Registry 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 Identity Registry and why should I make sure they are correct?
The UF Identiry Registry 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.
1The 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 Identity Registry via My Account > Modify My UF Business Email. If you need help updating your Identity Registry information in the portal’s My Account > Update My Directory Profile, please 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 Identity Registry. You can view your Registry 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 Identity Registry 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 Identity Registry 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, (352)392-HELP(4357) 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?
Changes to demographic, address, phone, etc. are done in the Identity Registry.  If as an HR/Payroll representative you are also your units Identity Coordinator or IdM Primary Coordinator you can edit information in Identity Access Management.  If not, then your units Identity or Primary Coordaintor will need to make these changes for you.  If you feel you should have this access to IAM you will need to contact contact your Department Security Administrator and ask them to submit a request in the Application Access Request System.  BRG500 training is required for these roles.   If you’re not sure who your department security administrator is, please contact the UF Computing Help Desk, (352)392-HELP(4357).
I am an adjunct faculty member but not on the UF payroll. Am I listed in the UF Identity Registry?
Yes, adjunct professors should be listed in the UF Identity Registry. You can update your Registry 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, (352)392-HELP(4357). .
Whom can I contact for more information?
First, review materials on the  Identity Registry & Data Management page. If you still need help, contact the UF Computing Help Desk, (352)392-HELP(4357).
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Identity and Primary Coordinators

How do I get access to the applications I need as an Identity 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 Authority 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 Authority Area should be left blank.
How do I add someone to the Identity Registry?
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 registry. Enter either the SSN, or name and DOB of the person you want to add. When adding a new person to the UF Identity Registry, 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 Identity Registry, which can create a lot of problems.
How do I create a relationship in the Identity Registry?
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 Identity Registry, 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 Enterprise Systems. 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 Identity Registry 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 Identity Registry?
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 Identity Registry 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 Identity Registry?
To have an SSN changed in the UF Identity Registry, 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 Enterprise Systems. 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 UF Identity Registry. This status does not necessarily reflect employment. When an employee leaves UF, the employment affiliation is removed and replaced with Recent Employee, which remains on the UFID for 30 days.  However, the entry can still remain active, since that person may have relationships in other areas of campus. The department can remove the any manually entered affiliation by going to the “Department Affiliations” tab and selecting “Remove” next to the appropriate affiliation.
What is the ‘Network Managed by’ relationship in the UF Identity Registry?
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.  Only one Network Managed By relationship is allowed at a time. 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 Enterprise Systems.
  • To facilitate that his user account in Active Directory is managed by the appropriate entity we will change his “Network Managed by” to Enterpirse Systems, Dept ID - 14800000.
  • This will result in his user account being moved to Enterprise Systems 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 Identity Registry 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 Identity Registry. In fact, is useless and confusing if you try to use it for that purpose. The person may be in the UF Identity Registry without a DOB entry, or without an SSN entry. Use Identity Management to search the Registry 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 UF Computing Help Desk, (352)392-HELP(4357), or UF Identity Administration, and provide the UFIDs, names, DOB and/or SSN associated with each UFID.  Please remember, do no send an SSN via email.
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’.
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