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{"sheet":"Instructions","index":0,"n_rows":25,"n_cols":1,"rows_kept":25,"cut":false,"hidden":false,"merged":[[16,0,16,9],[0,0,0,9],[1,0,1,9],[2,0,2,9],[4,0,4,9],[5,0,6,9],[7,0,7,9],[9,0,9,9],[10,0,10,9],[11,0,11,9],[12,0,12,9],[15,0,15,9],[23,0,23,9],[24,0,24,9],[17,0,17,9],[18,0,18,9],[19,0,19,9],[20,0,20,9],[21,0,21,9],[22,0,22,9]]}
["Print the Instructions and Column Definitions tabs for easy reference."]
["HR414 - New Hire Mass Upload"]
["Instructions"]
["Rev:  4/2/2024"]
["Please read before you begin:"]
["Review the Performing a Mass Upload Job Aid located on the Cardinal website (www.cardinalproject.virginia.gov/massuploads) prior to completing the mass upload process. "]
[]
["Note: Click on the Enable Content button in this workbook before proceeding. "]
[]
["This workbook contains the following tabs:"]
["1. Instructions"]
["2. Column Definitions"]
["3. New Hire Mass Upload Template"]
[]
[]
["Instructions:"]
["1. The agency should complete the template on the \"New Hire Mass Upload\" tab in this workbook.  Make sure to remove the two sample rows provided.\nNote: Rehires and inter-agency transfers will NOT be processed with the New Hire Mass Upload. Rehires and inter-agency transfers should be included in the Job Data Mass Upload."]
["2. Click on the Create/Save CSV File button before saving to the appropriate folder.  Once the folder is selected the file name cannot be changed, and it is automatically saved.  This will overwrite the previous saved file if it is in the same location."]
["3. The CSV file must be uploaded to DHRM's \"File Utility Upload\" repository by the agency.  If you do not have access to this repository, please submit the DHRM Computer Applications Access Request Form (https://web1.dhrm.virginia.gov/itech/forms/DHRMUserAccessRegistrationform.pdf) to iHelp@dhrm.virginia.gov."]
["4. Send an email to iHelp@dhrm.virginia.gov providing notification that there is a file in the secure file repository for review and approval."]
["5. After DHRM reviews the mass upload, DHRM will place the file in a secure folder on the Change Network (CN) SharePoint site.  DHRM will create a VCCC ticket for Cardinal Post Production Support (PPS) to process the mass upload. "]
["6. After PPS runs the file, they will provide the error log to the agency with a copy to DHRM. \nNote: This error log will contain the Employee IDs that were generated for new hires."]
["7. The agency can either correct the errors on Excel template and resubmit the upload file or enter the transaction through an online data entry."]
["Note: Agencies can also resubmit the mass upload with only the rows that errored if there are many. "]
["Note: The error log will display the employee ID assigned to each new employee on each row in the file."]

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["Print the Instructions and Column Definitions tabs for easy reference."]
["HR414- New Hire Mass Upload"]
["Column Definitions"]
["Cardinal Field Name",null,null,"Job Aids",null,"Required",null,"Online Processing Rules/Format"]
[]
["Effective Date",null,null,null,null,"Y",null,"Format: MM/DD/YYYY"]
["First Name",null,null,null,null,"Y"]
["Middle Name (or initial)",null,null,null,null,"N"]
["Last Name",null,null,null,null,"Y"]
["Birth Date",null,null,null,null,"Y",null,"Format: MM/DD/YYYY"]
["Gender",null,null,null,null,"Y",null,"M - Male / F - Female"]
["Marital Status",null,null,null,null,"Y",null,"M - Married / S - Single"]
["SSN",null,null,null,null,"Y",null,"9 numbers"]
["Home Address Line 1",null,null,null,null,"Y"]
["Home Address Line 2",null,null,null,null,"N"]
["Home Address Line 3",null,null,null,null,"N"]
["Home Address City",null,null,null,null,"Y"]
["Home Address State",null,null,null,null,"Y",null,"2 letters"]
["Home Address Postal Code",null,null,null,null,"Y"]
["Home Address County",null,null,null,null,"N"]
["Email Option",null,null,null,null,"Y",null,"When \"A\" (Agency Provided Email):\n- A Business email is required\n- Business email is marked Preferred\n- Personal email can be populated but is not required\n\nWhen \"P\" (Pending Agency Provided Email):\n- A Business email is required\n- Business email is marked Preferred\n- Populate the Business email address as noemail@virginia.gov\n- Personal email can be populated but is not required\n\nWhen \"E\" (Employee Provided Email):\n- A Personal email is required\n- Personal email is marked preferred\n- Clear out and gray out the Business email address field so it cannot be updated"]
["Business Email Address",null,null,null,null,"Y if \nEmail Option = \n\"A\" or \"P\""]
["Personal Email Address",null,null,null,null,"Y if \nEmail Option = \n\"E\""]
["Ethnicity",null,null,null,null,"N",null,"Max 8 character code (ex: \"BLACK\", \"ASIAN\", \"HISPAN\")"]
["Citizenship",null,null,"HR351_Maintaining Employee Citizenship Information Job Aid",null,"Y",null,"1 – Native (American Citizen) \n4 – Alien Temporary (Non-Resident Alien)\n5 – Permanent Resident (Resident Alien)\nN – Not Indicated"]
["Military Status",null,null,null,null,"N",null,"1 - Not indicated\n2 - No Military Service\n3 - Veteran of the Vietnam Era\n4 - Veteran\n5 - Active Reserve\n8 - National Guard\nA - Armed Forces Service Medal Vet\nO - Service Medal & Active Duty\nS - Veteran and National Guard\nX - Not a Veteran"]
["Employee Eligible for Telework",null,null,"HR351_Managing Employee Teleworker Data Job Aid",null,"N",null,"W - Employee Eligible for Telework (Default value if blank)\nI - Employee Ineligible for Telework\nM - Mobile Worker"]
["Tenure Status / Contract Type",null,null,null,null,"N",null,"1 - Granted Tenure (Tenured)\n2 - Tenure Track\n3 - Not eligible for tenure\n4 - Not Eligible - One year contract\n5 - Not Eligible - Three year contract\n6 - Not Eligible - Five year contract\n9 - Unknown "]
["Employee State Begin Date",null,null,null,null,"Y",null,"Populates Continuous State Service Field in Employment Data"]
["Prior State Service (months)",null,null,null,null,"Y"]
["Employee Alternate Work Schedule (Employee Telecommute)",null,null,null,null,"Y",null,"Y or N"]
["Leave Service Date",null,null,null,null,"Y",null,"Populates Leave Eligibility Date "]
["Agency Use Field 1",null,null,null,null,"N",null,"Maximum of 10 characters (numbers or letters)"]
["Agency Use Field 2",null,null,null,null,"N",null,"Maximum of 20 characters (numbers or letters)"]
["Agency Use Field 3",null,null,null,null,"N",null,"Maximum of 10 characters (numbers or letters)"]
["Action",null,null,"HR351_Action Reason Codes Job Aid",null,"Y",null,"Action = HIR"]
["Action Reason",null,null,"HR351_Action Reason Codes Job Aid",null,"Y",null,"3 letters"]
["Position Number",null,null,null,null,"Y",null,"Format:  3 Char Agency + 5 number"]
["Establishment ID",null,null,null,null,"N",null,"Maximum of 12 characters (numbers or letters)"]
["Employee Class",null,null,"HR351_Employee Class Overview Job Aid",null,"Y",null,"3 letters"]
["Pay Group",null,null,null,null,"Y",null,"3 letters"]
["Employee Type",null,null,null,null,"Y",null,"S – Salary\nH - Hourly"]
["Tax Location Cd",null,null,null,null,"Y",null,"3 numbers or 2 letters for out of state"]
["FICA Status",null,null,null,null,"Y",null,"N - Subject\nE – Exempt\nH – ER FICA Exempt\nM – Medicare Only\nJ – EE FICA Exempt\nK – EE/ER FICA Exempt"]
["Standard Hours",null,null,null,null,"Y",null,"Default to 40, # workweek hours"]
["ESS Time-Keeper Code",null,null,"BN361_Overview of the Eligibility Configuration Fields Job Aid",null,"Y",null,"Y = Employee enters time, N = N/A or Timekeeper enters time"]
["Month-Pays",null,null,"BN361_Overview of the Eligibility Configuration Fields Job Aid",null,"Y",null,"Format: 12-24"]
["Empl Status / Bill Prem Code",null,null,"BN361_Overview of the Eligibility Configuration Fields Job Aid",null,"Y",null,"Format: SF-GB"]
["Compensation Frequency",null,null,null,null,"Y",null,"Based on Empl Type:\nS - Semi-Monthly for Salary\nH - Hourly for Wage"]
["Absence Eligibility Group",null,null,"TA374_Absence Management Leave Types & Eligibility Job Aid",null,"N*",null,"EXECELGGRP - Executive Eligibility Group\nFACREGGRP - Flex Regular Elig Group\nFACVSDPGRP - Flex VSDP Elig Group\nHYBRELGGRP - Hybrid Eligibility Group\nTRADELGGRP - Traditional Eligibility Group\nVSDPELGGRP - VSDP Eligibility Group\n\n* Agencies not using Cardinal AM should populate for Total Rewards Statement purposes\n\nDefault to \"VSDPELGGRP\" if blank and employee is using Absence Management"]
["Absence System",null,null,"Absence System",null,"Y*",null,"AM - Absence Management = Agency uses Cardinal Absence Management \nOT - Other = Agency does not use Cardinal Management\n\n* While AM System field is required, the field is always either AM, or OT and defaults to OT.  Therefore, if left blank on template, will default to OT."]
["State Compensation Rate Code",null,null,null,null,"N*",null,"Rate Code = STATE\n* Required when State Compensation is present, otherwise leave blank"]
["State Compensation Amount",null,null,null,null,"N",null,"12 numbers then .6 numbers; populate if State\nFormat: 2222.33"]
["State Compensation Frequency",null,null,null,null,"N*",null,"A = Annually\n* Required when State Compensation is present, otherwise leave blank"]
["Non-State Compensation Rate Code",null,null,null,null,"N*",null,"Rate Code = NONST\n* Required when Non-State Compensation is present, otherwise leave blank"]
["Non-State Compensation Amount",null,null,null,null,"N",null,"12 numbers then .6 numbers; populate if Non-State\nFormat: 2222.33"]
["Non-State Compensation Frequency",null,null,null,null,"N*",null,"A = Annually\n* Required when Non-state Compensation is present, otherwise leave blank"]
["Special Compensation Rate Code",null,null,null,null,"N*",null,"Rate Code = SPPAY\n* Required when Special Pay Compensation is present, otherwise leave blank"]
["Special Compensation Amount",null,null,null,null,"N",null,"12 numbers then .6 numbers; populate if Special Pay\nFormat: 2222.33"]
["Special Compensation Frequency",null,null,null,null,"N*",null,"A = Annually\n* Required when Special Pay Compensation is present, otherwise leave blank"]
["Hourly Compensation Rate Code",null,null,null,null,"N*",null,"NAHRLY\n* Required when Hourly Compensation is present, otherwise leave blank"]
["Hourly Compensation Amount",null,null,null,null,"N",null,"12 numbers then .6 numbers; populate if Hourly\nFormat: 2222.33"]
["Hourly Compensation Frequency",null,null,null,null,"N*",null,"H = Hourly\n* Required when Hourly Compensation is present, otherwise leave blank"]
["Employee Duration Code",null,null,null,null,"N",null,"Leave Blank (Currently, not being used)"]
["ELIG_CONFIG2",null,null,"BN361_Overview of the Eligibility Configuration Fields Job Aid",null,"N",null,"9 numbers (Health Benefits Group ID)\nFormat: 000000000"]

{"sheet":"New Hire Mass Upload","index":2,"n_rows":3,"n_cols":60,"rows_kept":3,"cut":false,"hidden":false,"merged":[]}
["Effective Date","First Name","Middle Name (or Initial)","Last Name","Birth Date","Gender","Marital Status","SSN","Home Address Line 1","Home Address Line 2","Home Address Line 3","Home Address City","Home Address State","Home Address Postal Code","Home Address County","Email Option","Business Email Address","Personal Email Address","Ethnicity","Citizenship","Military Status","Employee Eligible for Telework","Tenure Status / Contract Type","Employee State Begin Date","Prior State Service (months)","Employee Alternate Work Schedule","Leave Service Date","Per Org Agency Field","Per Org Agency Field","Per Org Agency Field","Action","Action Reason","Position Number","Establishment ID","Employee Class","Paygroup","Employee Type","Tax Location Cd","FICA Status","Standard Hours","ESS Time-Keeper Code","Month-Pays","Empl Status / Bill Prem Code","Compensation Frequency","Absence Eligibility Group","Absence System","State Compensation Rate Code","State Compensation Amount","State Compensation Frequency","Non State Compensation Rate Code","Non State Compensation Amount","Non State Compensation Frequency","Special Compensation Rate Code","Special Compensation Amount","Special Compensation Frequency","Hourly Compensation Rate Code","Hourly Compensation Amount","Hourly Compensation Frequency","Employee Duration Code","ELIG_CONFIG2"]
["2/15/2023","Salary","X","Employee","01/01/1885","M","S","999999999","1 Unknown Street",null,null,"Anywhere","VA","23232",null,"P","noemail@virginia.gov",null,"BLACK","1","4","W",null,"01/01/2021","365","N","01/01/2021",null,null,null,"HIR","NEW","XXX00001",null,"CLS","SM1","S","760","N","40","N","12-24","SF-GB","S","VSDPELGGRP","OT","STATE",50000,"A","NONST",25000,"A",null,null,null,null,null,null,null,"###000000"]
["2/15/2023","Wage","X","Employee","01/01/1885","F","M","999999999","1 Unknown Street",null,null,"Anywhere","VA","23232",null,"P","noemail@virginia.gov",null,"ASIAN","5","X","M",null,null,null,"N",null,null,null,null,"HIR","NEW","XXX00001",null,"WGE","BW1","H",760,"N","20","Y","12-26","SF-GB","H",null,null,null,null,null,null,null,null,null,null,null,"NAHRLY","22.38","H",null,"000000000"]