Import Data

Use the Import option to add new EIS position records from a comma-delimited file in the format defined by the state.

Prepare the .xlsx file before importing the data.
On the IL Employment Information System page, click Import.
Select the School Year.
Select Client PC or Server.
Click the File Name field and choose the file.
Click Accept.

Since the employment format defined by the state does not have all the fields used in the application, the system will assign some of the data.

For each record in the imported file, the system will attempt to find the employee by matching the social security number or the IEIN number. If the employee cannot be found or multiple employees match the information, an error message is printed. If the employee is found, the system will check to ensure that some of the imported file's demographic fields match the data in the employee's record, such as social security number, IEIN, birth date, gender, and race/ethnicity.

If there is a discrepancy, an error message is printed, and the employee is skipped. The system will also check to see if the employee already has the position code being imported. If so, an error message is printed, and the position is not imported.

The following table shows the field names and where the data is retrieved from when importing EIS position records.

Field Name	Updated From
School Year	Imported file
Employee Number	Looked up using either the Social Security number or the IEIN number.
Position Code	Imported file
Position Time Frame	Imported file
Position Start Date	Imported file
Position End Date	End Date from the employee's pay rate page linked to the position code through a position crosswalk. If the position cannot be linked to a pay rate page, and if the time frame is 01, the Regular School Year End date selected during the school year's setup is used. Otherwise, the Summer School End date is used.
Annual Employment Cycle	If the position description contains the word Substitute, it is Y, otherwise N. This field is no longer used.
Position FTE	Imported file
Work Location	EIS location code associated with work location RCDTS in imported file
Bilingual Language	Imported file
First Year	Imported file
Funding Source	Imported File
Retired Employee	Imported file
Assign Benefits	If this position code's Report Benefits = Y, and the employee does not have another position with Assign Benefits = Y, then it is Y. Otherwise, it is N.
Social Security	Social Security on the Employee Information page.
IEIN	Staff State ID under the Personnel tab on the Employee Information page. If Staff State ID is blank and the IEIN number exists in the imported file, it is updated from the imported file.
Last Name	Last Name on the Employee Information page
First Name	First Name on the Employee Information page
Middle Name	Middle Name on the Employee Information page Note: The middle name is not set to an asterisk if it is blank. The electronic file output displays an asterisk for an empty middle name, but the asterisk is not saved in the database.
Maiden Name	Previous Last Name on the Employee Information page Note: If there is a name suffix, it is removed.
Birth Date	Birthdate on the Employee Information page
Gender	Gender on the Employee Information page
Race/Ethnicity	The Race/Ethnicity tab fields on the Employee Information page are translated to a state code.
Employment Start Date	Only updated if it was previously blank. If the field is blank in the import file, the date in the EIS Start Date field on the Illinois State Retirement - Employee Information page is used. If the EIS Start Date field is blank, the date is retrieved from the Hire Date or Original Hire fields on the Employee Information page. This depends on whether the Original Hire date is in the current school year (it uses the earlier date in that case). If Annual Employment Cycle is selected for all an employee's positions, then the earliest Position Start Date is used as the Employment Start Date.
Employment End Date	Only updated if it was previously blank. For terminated employees, as long as the State Termination Code is not 999, the Employment End Date is set to the Last Day Worked (if specified) or Last Day to Pay if there is no Last Day Worked available. If Annual Employment Cycle is selected for all an employee's positions, then the Employment End Date is set to the last (i.e., maximum) Position End Date.
Employment End Reason	For terminated employees, as long as the State Termination Code is not 999, the Employment End Reason is set to match the State Termination Code on the Termination Code Table page. For non-terminated employees who have Annual Employment Cycle selected for all positions, the Employment End Reason is set to 07.
Stop Calculation	N
Base Salary	Blank
Vacation Days	Blank
Sick Days	Blank
Bonuses	Blank
Annuities	Blank
Retirement Benefits	Blank
Other Benefits	Blank
Employment Status	Suppose the imported file contains result codes (column 24) and the result code is E20 or E21, and the employee information has not changed from the imported file. In that case, the employment status is 2 - Position Reported. If the result code is E20 or E21, and the employee information has changed from the imported file, then the employment status is 3 - Modified After Reporting Position. If there are no result codes or the result codes are not E20 or E21, then the employment status is 1 - Not Reported.
Grade Level	Imported File.
Primary Work Location	Imported File
Remove Record	N
Email Address	Imported file
Days Expected	Blank
Days Absent	Blank

Prepare .xlsx File For Import

You must prepare the .xlsx file before importing the data.

Open the .xlsx file in Microsoft Excel.
Delete row 2 (green filled).
Save the file in .csv format.