Hires File
The hires file should contain all individuals who were hired during the transaction period. These include all new hires and rehires.
NOTE: The content of fields that appear in the 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 hires file should have the same job code, job title, and EEO category in the employees file unless they were promoted or terminated during the transaction period.
The table below lists possible fields for the hires 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 |
| Hire Date | 50 | Y |
The date the employee was hired for the job listed (not necessarily the first day of work or their current job).
NOTE: Dates can be formatted in any month/day/year format, but cannot contain the time.
|
| 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 | The unique code that corresponds to the job title for which the applicant applied. Job codes in the applicant file should exist in at least one other import file (employee, job, and/or transaction files). |
| Job EEO Category | 128 | Y | The EEO Job Classification for the job. EEO categories are based on your organization type (Private Employer, State/Local Government, or Higher Education). |
| Selection Site Name | 128 | Y | Name of the site where the hiring decisions for this position are made. |
| 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.
|
| Hire Identifier | 64 | N | A unique identifier for each employee. |
| Job Title | 128 | N | The job title associated with the employee’s job code. Job titles in the hires file must match job titles in all other import files for the corresponding job code. |
| Veteran Status | 50 | N | Whether or not the employee is a veteran. Acceptable veteran status values are Vietnam Era Veterans, Special Disabled Veterans, Other Protected Veterans, Newly Separated Veterans, Non-Veteran. |
| 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 | 64 | N | Employee’s last name. |
| First Name | 64 | N | Employee’s first name. |
| Organizational Unit 1 | 128 | N | Name of the department of the job for which the employee was hired. |
| Organizational Unit 2 | 128 | N | The second largest organizational unit to which the job belongs. |
| Organizational Unit 3 | 128 | N | The third largest organizational unit to which the job belongs. |
| Organizational Unit 4 | 128 | N | The fourth largest organizational unit to which the job belongs. |
| Organizational Unit 5 | 128 | N | The fifth largest organizational unit to which the job belongs. |