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.