Using Import Years Worked to increase years of service in Employee Years of Service

We are not able to use Update Years.  Is there an import, or a work around that doesn't involve manually touching each record individually?

• Payroll

• Human Resources

Instructional

Create an Excel file with the increased years and use the Import Years Worked option in the Employee Years of Service program. 

Create an Excel file

1. Use the Search option to find the set of employees to update

   1. Tyler recommends searching/creating a file for each unique Summary Code (Job Category) because this information will need to be added into the Excel file. 

2. Select Excel in the toolbar or Browse

   1. If Excel is selected:

      1. A Position Control Export Type prompt will display, select Job Details. 

      2. Export Filter screen will display, click Select None in the toolbar. Recommended fields to check are, Employee, Job Category Code, Detail Internal, Detail External, Detail In-State and Detail Last Year Credited.

      3. Click Accept. 

   2. If Browse is selected:

      1. Click Excel to create an export of the Browse data in Excel.

Edit the Excel file

If using the Browse option to create the Excel file: 

1.  Add a column for Summary code and populate the value for each employee.

2. Delete the Total Years column.

3. Increase Internal, External and In-State years as needed.

4. Save the file once the necessary changes have been made.

Create Custom Template and Import the Excel file

1. From Employee Years of Service program, click Import Years Worked in the toolbar.

2. Click Custom Templates.

3. Click Create Template. 

4. New Template box will display.

   1. Define a Name, File Delimiter (Select None if file is .XLSX, Select Other and define a comma (,) if file is .CSV) 

   2. Under Input File, click Browse and select file. 

5. Click Upload. 

6. Click down arrow for each header to select applicable fields matching Import file. 

   1. For example:

      1. If the Import file headers are as follows: Employee, Job Category Code, Detail Internal, Detail External, Detail In-State and Detail Last Year Credited.

      2. The headers for the Template are as follows: Employee Number, Summary Job, Years of Service, External Years, In-State Years and Year. 

7. Click Save. 

8. Go back to the Years of Service Import screen. 

9. Click Define. 

10. Select Template and File. Choose the Skip First Line box if headers are included in the import file. 

11. Review Proof for accuracy. 

12. Return back to Years of Service Import screen. Import Records? Prompt will display. Click Yes. 

Refer to the steps detailed under Import Records on Page 12 here: Employee Years of Service