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AAP EMPLOYEE DATA FILE SPECIFICATIONS
If your file is in ASCII format, each field must appear in the columns indicated below, not exceed the field length indicated, and conform to the data type indicated. For Microsoft Excel files, the fields must be in the correct order and should not exceed the specified length.
|
Data Field |
Data Type |
Field Length |
Columns |
Required? |
Comments |
|
Last Name |
A/N |
20 |
1-20 |
YES |
- |
|
First Name |
A/N |
15 |
21-35 |
YES |
- |
|
Employee ID |
A/N |
9 |
36-44 |
YES |
May use SSN or other ID |
|
Race |
A/N |
1 |
45 |
YES |
Must be W, B, H, A, or I. |
|
Sex |
A/N |
1 |
46 |
YES |
Must be M or F |
|
Grade |
A/N |
5 |
47-51 |
YES |
Required only if Wage is not present. |
|
Grade Sort Value |
N |
9.2 |
52-60 |
No |
Minimum/Midpoint/Maximum annualized wage associated with employee's grade. Format is 999999.99. |
|
Wage |
N |
9.2 |
61-69 |
YES |
If grade is not present. Format is 999999.99. |
|
Wage Type |
A/N |
1 |
70 |
YES |
If Wage is present. Must be A, M, S, B, W, D, H, or O. |
|
Department |
A/N |
30 |
71-100 |
YES |
- |
|
Department Code |
A/N |
10 |
101-110 |
No |
- |
|
Unit Supervisor? |
L |
1 |
111 |
No |
Must be Y or No, or T or F. |
|
Job Title |
A/N |
50 |
112-161 |
YES |
- |
|
Include/Exclude Status |
A/N |
1 |
162 |
No |
Must equal N (not applicable), E (excluded from this facility's JGA), or I (included in this facility's JGA & WFA. Defaults automatically to N if left blank. |
|
Include/Exclude Facility |
A/N |
40 |
163-202 |
No |
Required if "Include/Exclude Status" is set to I or E. |
|
Job Group Code |
A/N |
3 |
203-205 |
YES |
- |
|
Job Group Name |
A/N |
30 |
206-235 |
YES |
- |
|
EEO Code |
A/N |
3 |
236-238 |
YES |
EEO-1 or EEO-4 Code (1, 2, 3, 4, etc. |
|
Census Code |
N |
3 |
239-241 |
No |
1990 Census EEO File Occupational Code |
|
City of Residence |
A/N |
20 |
242-261 |
No |
- |
|
State of Residence |
A/N |
2 |
262-263 |
No |
- |
|
Zip Code |
A/N |
10 |
264-273 |
No |
- |
|
Hire Date |
Date |
8 |
274-281 |
No |
MM/DD/YYYY |
|
Job Date |
Date |
8 |
282-289 |
No |
MM/DD/YYYY |
|
Grade Date |
N |
8 |
290-297 |
No |
MM/DD/YYYY |
|
Other 1 |
A/N |
30 |
298-327 |
No |
Can be used for any additional information that client wishes to record. |
|
Other 2 |
A/N |
30 |
328-357 |
No |
Can be used for any additional information that client wishes to record. |
|
Other 3 |
A/N |
30 |
358-387 |
No |
Can be used for any additional information that client wishes to record. |
|
Other 4 |
A/N |
30 |
388-417 |
No |
Can be used for any additional information that client wishes to record. |
|
Count |
N |
3 |
418-420 |
No |
Blank is automatically converted to equal 1. |
|
Facility Code |
A/N |
20 |
421-440 |
No |
Identifies the facility, if the import file contains data from more than one facility. |
Please Note: This import file can be either an Excel worksheet or a tab-delimited text file.
Data file MUST be constructed with the EXACT format shown, all columns in the proper order, even if they are not populated with data.
PLEASE PRINT THIS PAGE AND THEN USE THE "BACK" BUTTON ON YOUR BROWSER TO RETURN TO THE LIST OF DOCUMENTS YOU NEED.
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