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["HR409 - Rewards and Recognition Mass Upload"]
["Instructions"]
["Rev: 10/28/2025 "]
["This template has been enhanced to allow for existing Reward IDs to be updated. "]
["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. Reward and Recognition Upload"]
[]
[]
["Instructions:"]
["The Agency Must:"]
["1. Review the Column Definitions tab closely as some requirements have changed. "]
["2. Run the V_HR_REWARD_RECOGN_MASS_DATA query to obtain a list of existing employees that are eligible for rewards and recognition. \n    a.  For adding new rewards, select the \"New Reward?\" Checkbox. \n    b.  For updates to existing rewards, DO NOT select the \"New Reward?\" Checkbox. You can  minimize your results by entering the applicable reward type in the search parameter field."]
["3. Update the Data in the Query Results spreadsheet:  \n    a.  For adding new rewards: \n        1. Remove employees (rows) that are not receiving a reward\n        2. Add the reward information as required following the processing rules on the column definitions tab. Adhere to your Agency/PSB requirements. \n"]
["   b. For updating existing rewards:\n      1. Remove all Reward IDs (rows) that are not being updated. \n      2. Update the reward information including the effective date. "]
["Note: The effective date cannot be the same or before the existing Reward ID's effective date. Award Date(s) cannot be corrected via this process.  For rows where you are making updates, only update the values in the cells you are changing.  Leave everything else alone."]
["4. Once the query spreadsheet is complete, copy the reward information and paste it into the template on the \"Reward Recognition Upload\" tab in this workbook. "]
["5. Ensure that the formatting is not incorrectly updated when populating the query spreadsheet and copying to the mass upload template.  Agencies must use the template and validate that the processing rules are correct."]
["6. 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."]
["Steps 7 - 17 are performed by the agency to load the file into Cardinal:"]
["7. The HR Administrator will upload this file online by navigating to:  Cardinal Interfaces > HR Interfaces > Mass Uploads > Reward and Recognition Upload"]
["8. Click the Add a New Value tab for the first run of this mass upload. "]
["9. Enter the Run Control ID and click Add. \nNote: For future runs of this mass upload by the same user at the same agency, select the Find Existing Value tab and enter the Run Control ID and click Search."]
["10. Use the Browse button to find and attach the file for Rewards and Recognition that was created in Step 6. Once the file is uploaded, click Run."]
["11. Click the OK button at the bottom of the page."]
["12. Record the Process Instance Number. This will be helpful in case there are issues with the upload."]
["13. Click on the Process Monitor hyperlink."]
["14. Click the Refresh button periodically until the process completes with a Run Status of Success and Distribution Status of Posted."]
["15. Select Details link in the row where the recorded process instance is listed."]
["16. Click View Log/Trace to download the error log. "]
["17. The agency will review the error log and manually key any data rows that did not load successfully."]
["Note:  The file can only be processed once.  Transactions with errors or unprocessed rows will need to be entered in a new template and reuploaded to Cardinal or can be manually entered online. "]

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["HR409 - Rewards and Recognition Mass Upload"]
["Column Definitions"]
["Cardinal Field Name",null,null,"Required",null,"Online Processing Rules/Format"]
[]
["Employee ID",null,null,"Y",null,"11 digits"]
["Empl Record",null,null,"Y",null,"1 digit (Maximum of 3 digits)"]
["Effective Date",null,null,"Y",null,"Format: MM/DD/YYYY \nThis date cannot be the same or before the effective date of an existing Reward ID"]
["Created Date",null,null,"N",null,"Format: MM/DD/YYYY"]
["Expire Dt",null,null,"N",null,"Format: MM/DD/YYYY"]
["Reward Type",null,null,"Y",null,"3 characters\n509 - Sign On/Retention 529 PMT\nALI - Annual Leave Incentive\nERB - Employee Recognition Bonus\nERL - Employee Recognition Leave\nERN - Employee Recognition Non Mon\nESL - Employee Suggestion Leave\nESP - Employee Suggestion PMT\nIBB - Inband Bonus\nPBB - Project Based Bonus\nRLP - Referral PMT\nRNB - Retention Bonus\nSAL - Service Award Leave\nSLB - FY24 STATEWIDE LEGI BONUS\nSOB - Sign On Bonus\nSOL - Sign On Leave\nSRS - Sign On/Retention Student Loan"]
["Written Agreement Flag",null,null,"Y",null,"Y or N"]
["Authorized Hours",null,null,"Y",null,"Format: 40.00 – whole numbers only; 0 if N/A"]
["Authorized Amount",null,null,"Y",null,"Format: 2222.33; 0 if N/A"]
["Comments",null,null,"N",null,"Maximum 254 characters"]
["Award Date",null,null,"Y",null,"Format: MM/DD/YYYY \nThis is the date the award is paid"]
["Award Hours",null,null,"Y",null,"Format: 40.00 – whole numbers only; 0 if N/A"]
["Award Amount",null,null,"Y",null,"Format: 2222.33; 0 if N/A"]
["Reward ID",null,null,"N*",null,"1 digit (Maximum of 3 digits)\n* If 0 or blank, the next Reward ID will be assigned; if Reward ID exists, the Reward ID will be updated.  If updating existing reward, the reward ID being updated must be provided.  "]

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["Employee ID","Employee Rcd","Effective Date","Creation Date","Expiration Date","Reward Type","Written Agreement Flag","Authorized Hours","Authorized Amount","Comments","Award Date","Award Hours","Award Amount","Reward ID"]