The person data conversion file is not agency specific. To be considered for a person data Handling Multiple record, the CIPPS record must first meet one of the following criteria: Records in CIPPS Active status on (employee status of “1”) Terminated status on H0BES (employee status of with gross pay in the current “3”) calendar year greater than zero When multiple records are found for the same employee (the first 9 positions of the Employee ID match regardless of the agency number), the program will choose which record to use based on the following additional criteria: Active records are chosen over terminated records Active salaried records are chosen over active wage/hourly records Salaried records with timecard status of are chosen over salaried records “Automatic” with timecard status of “Non-Auto” Of the remaining records, the program chooses the one with the most recent date of hire. The program determines the date of hire by comparing the H0BID Date” “Employment (State Begin Date) and the H0BUO Emp Start” (Agency Begin Date). It uses the “Ag record with whichever date is most recent. When all other means are exhausted, the program will choose the first record found by numerical order. When multiple records exist for the same employee within an agency, the name, birthdate, address, and social should be the same on each record to avoid issues. As explained in the previous section, any record marked as (employment status Importance of “Active” “1” Terminating on H0BES) may be sent to Cardinal HCM for conversion. Old Records in The intent is to send a record for every active employee employed in an active position as well as terminated employees with wages for the current year. Nonessential active records at one agency may override an essential record at another agency sending the wrong information to Cardinal HCM. If the agency has employee “active” records that have not been paid in the current calendar year, the record should be terminated. Additionally, agencies must provide a for each employee for whom a person data job record record is established. Continued on the next page CIPPS Conversion Requirements for Person Data, continued
Handling Multiple Records in CIPPS The person data conversion file is not agency specific. To be considered for a person data record, the CIPPS record must first meet one of the following criteria: Active status on (employee status of “1”) Terminated status on H0BES (employee status of “3”) with gross pay in the current calendar year greater than zero When multiple records are found for the same employee (the first 9 positions of the Employee ID match regardless of the agency number), the program will choose which record to use based on the following additional criteria: Active records are chosen over terminated records Active salaried records are chosen over active wage/hourly records Salaried records with timecard status of “Automatic” are chosen over salaried records with timecard status of “Non-Auto” Of the remaining records, the program chooses the one with the most recent date of hire. The program determines the date of hire by comparing the H0BID “Employment Date” (State Begin Date) and the H0BUO “Ag Emp Start” (Agency Begin Date). It uses the record with whichever date is most recent. When all other means are exhausted, the program will choose the first record found by numerical order. When multiple records exist for the same employee within an agency, the name, birthdate, address, and social should be the same on each record to avoid issues. Importance of Terminating Old Records in As explained in the previous section, any record marked as “Active” (employment status “1” on H0BES) may be sent to Cardinal HCM for conversion. The intent is to send a record for every active employee employed in an active position as well as terminated employees with wages for the current year. Nonessential active records at one agency may override an essential record at another agency sending the wrong information to Cardinal HCM. If the agency has “active” employee records that have not been paid in the current calendar year, the record should be terminated. Additionally, agencies must provide a job record for each employee for whom a person data record is established. Continued on the next page CIPPS Conversion Requirements for Person Data, continued
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