4.1.2. Request Index/Personnel Number – New

This procedure illustrates the steps to follow when you determine that a new index/personnel number must be requested.

Applicant Julian Smith, Nationality: USA, Country of Birth: USA, DOB: 05.05.1985 has been selected to fill a vacancy in UNHQ, New York.

1. Log in to the Umoja Portal.
2. Click tab Global Index Requestor.
   
   
   
   
3. In Employee Services, click Global Index Requestor.
   
   
   
   
4. Click Index Number Search and Request .
   
   
   
   
5. Enter search criteria, then click Search. Minimally, you must enter search criteria First Name and Last Name. [Scenario: First Name = “J”; Last Name = “Sm”]
   
   For instructions and tips on entering effective search criteria, see Standards for Entering Person Names in this job aid.
   
   
   
   
6. Review the search results to determine if any of the presented records match the person you are looking for. In this scenario, none of the records match Julian Smith, so a new index/personnel number must be created. Click Request New Index Number.
   
   For instructions on how to evaluate the search results and determine if a new or confirmed index/personnel number is appropriate, see GID Requestor: Evaluating GID Search Results in this job aid.
   
   
   
   
7. Complete the entries for as many of the Request Form fields as possible using information from the official identification document(s). Be careful to enter the information exactly as it appears in these documents.
   
   Refer to Standards for Entering Person Names presented in this job aid.
   1. In this scenario:
      1. Title = Mr.
      2. First Name = Julian
      3. Last Name = SMITH
      4. Date of Birth = 05.05.1985
      5. Gender = Male
      6. Nationality = US
      7. Country of Birth = US
      8. Pers. Area (Country) = US00
      9. Pers. Subarea (Duty Station) = US00
      10. Person Type: OTHER (Select Person Type “Other”, although required on the form, this field will no longer be used in this process.)
      11. Effective Date: 01.11.2015 (This is system defaulted to the Umoja go-live date)
      12. Requestor’s Comment = “Travel Date: 10.04.2019” (To ensure efficient processing of requests, you must enter a note in the Requestors Comment field to specify the actual date of travel, onboarding, etc.)
          
          
          
          
          
8. All new index/personnel number requests must be accompanied by supporting document(s) that substantiate the information entered in the online form. Valid forms of supporting document(s) are passport, birth certificate, and other official government issued document(s) such as a driver’s license and national identification cards. Click .
   
   
   
   
9. Click to expand the tray.
   
   
   
   
10. Click Add Attachment.
    
    
    
    
11. Click Browse. Navigate to the location where you have saved a scanned copy of the official identification document.
    
    
    
    
12. Select the document. [Scenario: JulianSMITH.OfficalDocument.pdf]
13. Click Open.
    
    
    
    
14. Click Upload. If you have additional documents to upload, click Add Attachment and repeat steps 11-13.
    
    
    
    
15. When you have completed attaching all documents and the hyperlink of the official document is attached (link is in blue text), click Next.
    
    
    
    
16. Review the information entered as a final verification. If any corrections are required, click Previous to return to the previous step. If the information is correct, click Send to submit the request for approval.
    
    
    
    
17. You will receive a reference number as your confirmation. This will then be submitted to the GID Administrator for approval. Click the Home tab to return to your main page.
    
    
    
    
    
    

)footnote¹