Change to Personal Information

It is your responsibility as an employee to ensure your personal information on file is accurate and updated whenever a change occurs. This is important to receive any necessary correspondence with minimal delay and to ensure your pay is correctly deposited to the bank account of your choosing.

You can view your personal information currently on file via Phoenix Self Service.
Main Menu > Self Service > Personal Information > Personal Information Summary

  • How to add or change your home / mailing address

    Tax slips are available to employees via Phoenix Self Service, however it may still be necessary to mail various correspondence such as T4's, Relevé 1's, Pension and Benefit Statements (PIBS) to you.

    To add or update your home and/or mailing address you need to access myEMS (PeopleSoft):

    • Select the "Personal Details" icon
    • Select "Addresses" from the left menu
    • Select "Home Address / Mailing Address"
    • Make the necessary change
    • Select "Save"

    Important: Entries are required for Both home and mailing addresses even if the information is the same.

    You should also update your address with the Pension Centre by visiting the New Pension Portal for Active members of the Public Service accessible via the Compensation Web Application (CWA).

    • Select "Pension tools"
    • Go to "Personal information"
    • Select "Contact details" and update as necessary
  • How to change your personal phone / email information

    Personal email addresses and telephone numbers are valuable Compensation tools for employee contact during a period of extended leave or after a departure from ESDC.

    To add or update your personal phone / email information you need to access myEMS (PeopleSoft):

    • Select the "Personal Details" icon
    • Select "Contact Details" from the left menu
    • Select "Home Address / Mailing Address"
    • Make the necessary changes
    • Select "Save"
  • How to change your legal name
    • Access myEMS (PeopleSoft)
    • Select the "Personal Details" icon
    • Select "Name" from the left menu
    • Make the necessary change
    • Select "Save"

    In addition to amending your legal name in MyEMS (PeopleSoft), you should also notify the Pension Centre and Group Benefit carriers of your name change (if applicable). Refer to Benefits for details on this process

  • How to change your marital status

    To update your marital status, you need to access myEMS (Peoplesoft):

    • Select the "Personal Details" icon
    • Select "Marital Status" from the left menu
    • Enter new status from drop-down menu
    • Enter the effective date
    • Select "Save"

    Note: If you receive an email from the PeopleSoft team advising you to send a written notification of the change to the Pay Centre, please ignore this step as it is no longer required.

    In addition to amending your marital status in MyEMS (PeopleSoft), you need to advise the Pension Centre of the change and provide them with a copy of the appropriate documents. Please include your pension number and/or your Personal Record Identifier (PRI) on all correspondence.

    • If you are in a common-law relationship – a statutory declaration;
    • If you have married – the marriage certificate;
    • If you are separated – the separation papers;
    • If you are divorced – the divorce decree;
    • If you are no longer in a common-law relationship – a letter with the date the relationship ended.

    A change in marital status may also prompt an amendment to your designated beneficiary and group benefit coverage for insurance plans. Refer to Benefits for details on this process.

  • How to amend Phoenix account information (gender, date of birth)

    Requests to change or correct Phoenix account information need to be made via the HRSC Portal:

    • Section: I am an employee…
    • Select "Pay Escalation".
    • Complete the Employee Information section.
    • Category: Select "Escalated Phoenix Issue".
    • Sub-Category: Select "Incorrect personal information".
    • Complete the Manager's information section.
    • Comments: Include all information related to your request.
    • Submit the request.

    Note: Section 34 Managers are responsible for submitting a request to correct Phoenix account issues on behalf of their employee if they are unable to do so.

  • How to change your Direct Deposit information

    Direct Deposit of regular and supplementary pay is mandatory for all employees. Although you are required to provide accurate banking information at time of hiring, it is common for this information to change periodically.

    If a change to your banking information occurs, it is your responsibility to update it as soon as possible via Phoenix Self-Service by following the procedures outlined in the Phoenix User Productivity Kit (UPK).
    Main Menu  >  Self Service  >  Payroll and Compensation  >  Direct Deposit  >  Chequing/Savings  >  Edit

    Important: Please allow two (2) pay periods for the change implementation. Do not close the bank account currently on file until you have verified that a payment has been deposited in your new account.

  • Manager / Section 34 Manager Responsibilities

    It is your responsibility to update the personal information for employees on leave without pay or terminated, if required. A request needs to be made on their behalf via the HRSC Portal:

    • Section: I am a Manager…
    • Select "Pay-Related Action"
    • Complete the Employee Information section.
    • Category: Select "Personal Info"
    • Sub-Category: Select "Personal Data Change (employee on leave/terminated – update name, address, phone number, email, marital status)"
    • Enter the effective date
    • Complete the Manager's information section
    • Comments: Include details of the change
    • Submit the request
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