Employees File

The employees file should contain all active employees on payroll as of the snapshot date.

Site Names - It is critical that each site be spelled consistently throughout the employees file (and all other files), whether used as a selection site, current site, or worksite.  A misspelled site name will be seen as a completely different site when imported into myAAP.

Salary and Wage Type - The wage type must be consistent with the amount in the salary field so that annual salary amount can be calculated.  See wage type and salary in the table below for more details.

Job Titles, Job Groups, EEO Categories, and Census Occupation Codes - Employees with the same job must also have the same job code, job title, and EEO category.  All employees with the same job within a given plan (i.e., selection site) must also have the same job group code and job group name.  Up to five different census occupation codes may be assigned to employees with the same job.  All Census codes must be four digits in order to be imported (ensure that your excel columns are formatted as text to ensure that leading zeroes are retained).  Census code assignments are not required for the employee file, and can also be assigned in the Job Table stage.

The table below lists possible fields for the employees 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
Employee Identifier 64 Y A unique identifier for each employee (i.e., employee personnel ID number).
Hire Date 50 Y
The most recent date the employee was hired (not necessarily the first day of work).
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 A unique code indicating the employee’s job.  Each job title must have a unique job code (there cannot be two job titles with the same job code).
Job Title 128 Y The job title associated with the employee’s job code.  Each job title must have a unique job code (there cannot be two job titles with the same job code).
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).
Wage Type 50 Y The time interval of the amount shown in the salary field (i.e., Hourly, Weekly, Bi-Weekly, Semi-Monthly, Monthly, Annual, Other).  This field is used in conjunction with the salary filed to calculate annual salary, so be sure the type entered here matches the salary amount.
Selection Site Name 128 Y Name of the site where selection decisions are made for the employee.  This may also be the site to which the employee reports.
Current Site Name 128 Y Name of the site where the employee works.  This may be the same or different than their selection site if your organization has multiple sites and/or plans.
Salary 50 Y
Employee’s wage.  The amount can be provided in Hourly, Weekly, Bi-Weekly, Semi-Monthly, Monthly, Annual, or Other (custom) rates, but must match the provided wage type.
NOTE: Salary can include no more than two decimal places, and cannot contain dollar signs ($).
Organizational Unit 1 128 Y Name of the employee’s department.  At least one organizational unit field must be included to prepare the Workforce Analysis report. In a functional data container, this field can be used to split employees into multiple plans if desired.
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.
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.
Employee Zip Code 50 N
The zip code for the employee’s home address.  This field can be used to run a zip code analysis to create labor areas.
NOTE: Zip codes must be formatted as five or nine-digit numbers (i.e., 12345 or 12345-6789) and cannot contain letters.
Job Group Code 50 N Code indicating the employee’s job group.  Depending on the size of your organization, this can be a subgroup of, or the same as, the EEO category.  This field or job group name may be used to designate the job group.  Job group code and job group name may be the same.  If both job group code and job group name fields are left blank, job groups must be assigned in the Job Table stage (recommended).
Job Group Name 50 N The name of the employee’s job group.
Job Census Code 1 4 N
The first census occupation code assigned to the employee’s job title.  This information is used to calculate availability.If this information is not provided in the employee file, census codes must be assigned in the Job Table stage (recommended).
NOTE: census codes must be formatted as four-digit numbers (i.e., 0010) and cannot contain letters.
Job Census Code 2 4 N Another Census code assigned to the employee's job title.
Job Census Code 3 4 N Another Census code assigned to the employee's job title.
Job Census Code 4 4 N Another Census code assigned to the employee's job title.
Job Census Code 5 4 N Another Census code assigned to the employee's job title.
Pay Grade 50 N Employee’s salary grade.  This can be used instead of salary to sort employees in the Workforce Analysis.
Wage Code 50 N Private, internal code indicating the wage for the employee.
Full/Part Time Status 50 N Employee’s employment status (i.e., Full Time or Part Time).
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.
Exemption Status 50 N Whether or not the employee’s position is exempt (i.e., Exempt or Non-Exempt).
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 selection site is located.
Current Site Address Line 1 128 N First address line for the current site.
Current Site Address Line 2 128 N Second address line for the current site.
Current Site City 128 N City in which the current site is located.
Current Site State 64 N State in which the current site is located.
Current Site Zip Code 50 N Zip code in which current site is located.
Work Site Name 128 N Physical or work location of the employee (if different than the current site).  This would be used for virtual or remote employees.  This field is only used to annotate extra information where appropriate.
Work Site Address Line 1 128 N First address line for the work site.
Work Site Address Line 2 128 N Second address line for the work site.
Work Site City 128 N City in which the work site is located.
Work Site State 64 N State in which the work site is located.
Work Site Zip Code 50 N Zip code in which work site is located.
Last Name 64 N Employee's last name.
First Name 64 N Employee's first name.
Bonus 50 N
Total additional compensation (in the form of bonus[es]) that the employee receives during the entire plan year.
NOTE: All rows in the bonus field must contain a numeric value if imported (employees who do not receive additional compensation should have a zero in the bonus field).  Field values may have up to two decimal places, and cannot contain dollar signs ($) or letters.
Organizational Unit 2 128 N The second largest organizational unit to which the employee belongs.
Organizational Unit 3 128 N The third largest organizational unit to which the employee belongs.
Organizational Unit 4 128 N The fourth largest organizational unit to which the employee belongs.
Organizational Unit 5 128 N The fifth largest organizational unit to which the employee belongs.
Manager Identifier 64 N The employee identifier of the employee’s manager.
Manager Name 128 N The name of the employee’s manager.
Additional Data Element 1 128 N This is an additional data field that can be used for any additional fields related to an employee that is organization-specific.  The name of this field in the import file will be mapped and used throughout myAAP where employee information appears.  There are a total of ten additional data fields that can be utilized during import.
Additional Data Element 2 128 N See Additional Data Element 1 description.
Additional Data Element 3 128 N See Additional Data Element 1 description.
Additional Data Element 4 128 N See Additional Data Element 1 description.
Additional Data Element 5 128 N See Additional Data Element 1 description.
Additional Data Element 6 128 N See Additional Data Element 1 description.
Additional Data Element 7 128 N See Additional Data Element 1 description.
Additional Data Element 8 128 N See Additional Data Element 1 description.
Additional Data Element 9 128 N See Additional Data Element 1 description.
Additional Data Element 10 128 N See Additional Data Element 1 description.
Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.

Related Articles