Import of Employee Record Changes with Effective Dating
The Effective Dating feature enables you to make changes to the employee record that are back-dated or future-dated to a specific date. To import an employee record change with effective dating, you must be logged into NetSuite using a role that has the Employee Effective Dating permission and the Import CSV File permission. By default, the Employee Effective Dating permission is automatically assigned to the Chief People Officer (CPO) and HR Generalist roles.
For details about the permission requirements for effective dating, see Effective Dating Permission Requirements.
Usage Notes
When you make an effective-dated change, you must specify a change reason to document why the change was made. When you enable the Effective Dating feature, several default change reasons become available, but you can create new ones that match your company’s policies.
The value in the Change Reason field, when importing an employee record change, must be one of the Employee Change Reason records. Change reason is a required field when importing an effective dated change. If you leave the field empty, it will automatically take a default value for the import.
If you want to capture additional notes for the change, you must add a column to your CSV file and map it to the Change Reason Details field.
If you leave the Effective Date field empty in your CSV file or fail to map it correctly, the change will be imported as of the current date.
The Set By field, which is used as part of the 'Effective Date Log', is automatically set to the logged in user importing the change.
In case of any Effective Dating conflicts, the system will keep all changes to avoid loss of any changes. For example, you import a department change for an employee to Department A as of January 2020. A previous department change to Department B as of March 2020 had been imported before for the same employee record, The employee will be in Department A from January 2020 to March 2020 and then their department will change to Department B from March 2020.
For more information about the effective dating feature for employee information, see Effective Dating for Employee Information.
CSV File Example
|
Name |
Internal ID |
S |
Job |
Base Wage |
Base Wage Type |
C |
Effective From |
Change Reason |
Change Reason Details |
|---|---|---|---|---|---|---|---|---|---|
|
John Doe |
008 |
Jane Smith |
SW E |
79850 |
Annual Salary |
USD |
8/5/18 |
Base Pay Change |
The base salary for this employee has been updated |
|
Jane Doe |
010 |
John Smith |
SR SW E |
105700 |
Annual Salary |
USD |
3/1/20 |
Pay Change – Promotion |
This employee is being promoted to senior software engineer |