Procedures For Creating & Using Extract Files

The Employment History and Payment History files are unique from other CIRS files because they must be created before they can be used to generate ad hoc reports.  The steps required for creating and using extract files, along with useful tips, are outlined below.  For complete information on extract files, refer to the CIRS User Manual.

Step 1:  Select the extract options.

  • The parameters you specify will determine which records are selected for your extract file.  To create an extract file, you must supply CIRS with a list of social security number’s (SSN’s), the type and range of dates, and the file type.  Refer to the CIRS User Manual for a detailed explanation of these options.

  • If your PERMSML file is used to supply SSN’s for the extract process, you must populate that file before selecting the extract options, either by creating a hold file or by using the upload function.

  • Contact the CIRS Hotline for assistance if you're unsure of which selections to make for your particular needs.  

Step 2:  Submit the extract job.

  • When the extract job is submitted, make a note of the job number - you'll need it when checking the status of your job.  

  • Do not submit another extract job until your current job has completed running.  

Step 3:  Verify the extract file.

  • Before executing a report request against your extract file, check status (F1 key) to confirm your job completed.

  • A system message will automatically display when the job is finished. Pay particular attention to this message because it is the only message that will indicate a problem (e.g, insufficient space) with your job.

  • Extract files that span more than 3 months should be checked for employees with an overflow condition.

Step 4:  Use your extract file for reporting.  

  • The extract files are available in both the online and batch environments.

  • Your extract files are only retained for 60 days, or until they are over-written by another extract job.  

  • Your extract file cannot be accessed by other users at your campus.