Terminations File
The terminations file should include all individuals who were terminated during the transaction period. Terminations can be voluntary (i.e., retirement, resignation, death) or involuntary (i.e., layoff, fire).
NOTE: The content of fields that appear in employee, job, and/or transaction files should match in all files. Such fields include, but are not limited to, EEO category, all site fields, job code, and job title.
For example, an individual in the terminations file should have the same job code, job title, and EEO category as other individuals from that job in the employees file unless there are no longer employees in that job.
The table below lists possible fields for the promotions file. Field names in bold text are required fields for import. Data in the files can contain letters, numbers, or both unless specifically noted.
TIP: Coding your data in accordance with the acceptable values listed below will make importing your data faster and easier. Values that match the acceptable values will automatically map in the Import Data and Map Data stages.
| Field Name | Max Length | Req'd? | Description |
| Termination Date | 50 | Y |
The last day of work for the employee.
NOTE: Dates can be formatted in any month/day/year format, but cannot contain the time.
|
| Termination Code | 50 | Y | A value indicating the type of termination. Acceptable values are Voluntary or Involuntary. You may also use codes (i.e., V or I). |
| Gender | 50 | Y | Employee’s gender. Acceptable gender information is Male or Female. You may also use codes (i.e., M or F). There should be no employee with ”unknown” gender information. |
| Race | 50 | Y | Employee’s race. Acceptable race information is White, African American, Asian, Hispanic, Native American, Native Hawaiian or Pacific Islander, Two or More. You may also use codes (i.e., W, B, H, I, NHOPI, 2+). There should be no employee with ”unknown” race information. |
| Job Code | 50 | Y | Job code from which the employee was terminated. Job codes in the promotions file should exist in at least one other import file (employee, job, or transaction files). |
| Job EEO Category | 128 | Y | The EEO Job Classification for the job from which the employee was terminated. |
| Selection Site Name | 128 | Y | Name of the site where the selection decisions are made for the job from which the employee was terminated. |
| Disability | 50 | N |
Whether or not the employee identifies as an individual with a disability (IWD). Acceptable disability information is Yes, No, Did Not Provide. There should be no employee with ”unknown” disability status.
NOTE: This field is not required for import, but it is required if you wish to create reports required by the OFCCP per Section 503 of the Rehabilitation Act.
|
| Protected Veteran | 50 | N |
Whether or not the employee is a protected veteran. Acceptable information is Yes, No, Did Not Provide. There should be no employee with ”unknown” protected veteran status.
NOTE: This field is not required for import, but it is required if you wish to create reports required by the OFCCP per VEVRAA Regulations.
|
| Termination Identifier | 64 | N | A unique identifier for each employee (i.e., employee personnel ID number). |
| Job Title | 128 | N | The job title from which the employee was terminated. Job titles in the promotions file must match job titles in all other import files (employee, job, or transaction files) for the corresponding job code. |
| Selection Site Address Line 1 | 128 | N | First address line for the selection site. |
| Selection Site Address Line 2 | 128 | N | Second address line for the selection site. |
| Selection Site City | 128 | N | City in which the selection site is located. |
| Selection Site State | 64 | N | State in which the selection site is located. |
| Selection Site Zip Code | 50 | N | Zip code in which the selection site is located. |
| Last Name | 50 | N | Employee’s last name. |
| First Name | 50 | N | Employee’s first name. |
| Organizational Unit 1 | 128 | N | Name of the department of the job from which the employee was terminated. |
| Organizational Unit 2 | 128 | N | The second largest organizational unit from which the employee was terminated. |
| Organizational Unit 3 | 128 | N | The third largest organizational unit from which the employee was terminated. |
| Organizational Unit 4 | 128 | N | The fourth largest organizational unit from which the employee was terminated. |
| Organizational Unit 5 | 128 | N | The fifth largest organizational unit from which the employee was terminated. |