Virginia State Employee IDs
It is a clone of this request.
| Submitted | June 20, 2022 |
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Communications
From: Ben Goehring
To Whom It May Concern:
Pursuant to the Virginia Freedom of Information Act, I hereby request the following records:
A spreadsheet(s) containing the following two fields: 1) all employee identification codes listed on the Commonwealth Data Point State Salaries webpage (https://www.datapoint.apa.virginia.gov/salaries.php) for every agency during fiscal years 2016 - 2021 and 2) the full legal name of the employee associated with a given identification code.
I am comfortable working with large data sets and can receive the records in a variety of formats (.dbf, .csv, .mdb, etc).
The requested documents will be made available to the general public, and this request is not being made for commercial purposes.
In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.
Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 5 business days, as the statute requires.
Sincerely,
Tom Nash, a citizen of Virginia, in coordination with Ben Goehring.
From: Department of Human Resource Management
Good evening:
The Virginia Department of Human Resource Management received your request
today, June 21, 2021, under the Virginia Freedom of Information Act (FOIA).
As June 20 was a state holiday to commemorate Juneteenth, the receipt date
is today rather than yesterday.
Because of the span of 5 years involved, DHRM is invoking the 7 additional
days allowed under FOIA to respond to your request for information.
Thank you,
Anne F. Waring
FOIA Officer
Communications & Public Relations Manager
Department of Human Resource Management
101 N. 14th Street, 12th Floor
Richmond, VA 23219
Phone: (804) 592-8241
[image: twitter] <http://twitter.com/VirginiaDHRM> [image:
cid:image001.png@01D1F320.DDE80B10] <http://www.facebook.com/CommonHealthVA>
From: Department of Human Resource Management
Good afternoon:
The Department of Human Resource Management received your request on June
21, 2022 under the Virginia Freedom of Information Act (FOIA).
You requested a spreadsheet(s) containing the following two fields: #1) all
employee identification codes listed on the Commonwealth Data Point State
Salaries webpage (https://www.datapoint.apa.virginia.gov/salaries.php) for
every agency during fiscal years 2016 - 2021 and #2) the full legal name
of the employee associated with a given identification code.
The Data Point website displays a number associated with a state employee’s
salary. This number contains the state employee’s identification number,
which is used by the state in lieu of social security numbers and is also
used on health insurance ID cards. Releasing a combination of the employee
ID number with a full legal name would constitute personally identifiable
information (PII). PII is excluded from release under Personnel records (§
2.2-3705.1 (1)
<https://law.lis.virginia.gov/vacode/title2.2/chapter37/section2.2-3705.1/>
of the Code of Virginia). Since the employee ID number is used on health
insurance ID cards, releasing a combination of employee ID number and name
would also be a violation of the federal Health Insurance Portability and
Accountability Act (HIPAA) privacy rule
<https://www.hhs.gov/hipaa/for-professionals/privacy/index.html> which
protects individual health information.
In light of this information, do you want to revise your request to include
different data permitted for us to provide under FOIA?
Thank you for contacting us.
Sincerely,
Anne F. Waring
FOIA Officer
Communications & Public Relations Manager
Department of Human Resource Management
101 N. 14th Street, 12th Floor
Richmond, VA 23219
Phone: (804) 592-8241
[image: twitter] <http://twitter.com/VirginiaDHRM> [image:
cid:image001.png@01D1F320.DDE80B10] <http://www.facebook.com/CommonHealthVA>
From: Ben Goehring
Dear Anne,
Thank you for your response. Since a combination of employee IDs and full legal names is not publicly available, I would like to revise my request to only include employees' names (no employee IDs attached). In particular, I would like to request monthly electronic listings of all employees of the Virginia Executive Branch from January 1, 2019 to the present. Specifically, I am seeking electronic listings of all individuals employed within the offices of the Governor and Lieutenant Governor and all state agencies, commissions, and departments for each month from January 1, 2019 to May 31, 2022.
For each month, I’m seeking a spreadsheet, database, or delimited text file(s) — not paper records or a PDF created from data — with the following fields for each employee: full legal name, unique employee identification code, title, department or agency, race, gender, full-time/part-time status, location, hire date, termination date, civil service status, and gross annual salary. If you cannot produce any of these fields, please let me know and generate only the available variables.
If these data are not available at monthly intervals, please produce the datasets at the most frequent interval possible. For example, if the data is not available monthly, please produce the data at quarterly intervals.
In addition, please include any lookup tables that may be needed to interpret the data. For example, if departments are listed with codes linked to a separate table, I will be happy to join the records myself, rather than require your staff to do so.
Thank you very much for your time and assistance!
Best,
Ben
From: Department of Human Resource Management
Good morning, Ben –
Thank you and this is to confirm receipt of your follow-up request. We will
continue to invoke the additional 7 days to respond.
Sincerely,
Anne F. Waring
Communications & Public Relations Manager
Department of Human Resource Management
101 N. 14th Street, 12th Floor
Richmond, VA 23219
Phone: (804) 592-8241
[image: twitter] <http://twitter.com/VirginiaDHRM> [image:
cid:image001.png@01D1F320.DDE80B10] <http://www.facebook.com/CommonHealthVA>
From: Department of Human Resource Management
Hello, Ben:
In answer to your FOIA request of June 24, 2022, to give you exactly what
you are requesting would require the creation of a report that does not
exist. *§ 2.2-3704.D. *of the Virginia FOIA states that “Subject to the
provisions of subsection G, no public body shall be required to create a
new record if the record does not already exist. However, a public body may
abstract or summarize information under such terms and conditions as agreed
between the requester and the public body.”
We can give you quarterly snapshots of the data without a unique ID, race
or gender. The latter two would be considered identifiable information, and
thus fall under the FOIA Personnel exemption *(§ 2.2-3705.1 (1)* of the
Code of Virginia). Since 10/1/21, the Department of Human Resource
Management has been transitioning groups of state agencies to a different
HR platform, which is as of yet not completed. This means that for the past
9 months, data for state agencies has been recorded in two separate systems
that are configured differently. Consequently, for this timeframe we could
provide the fields below in two different formats:
Agency Name
Employee Name (First and Last only)
Role Title
Position Number
Location Name
Status (Classified/Faculty/Appointee/etc.)
Annual Base Salary
State Begin Date
State End Date
Let me know if this is acceptable to you.
Sincerely,
Anne F. Waring
FOIA Officer
Communications & Public Relations Manager
Department of Human Resource Management
101 N. 14th Street, 12th Floor
Richmond, VA 23219
Phone: (804) 592-8241
[image: twitter] <http://twitter.com/VirginiaDHRM> [image:
cid:image001.png@01D1F320.DDE80B10] <http://www.facebook.com/CommonHealthVA>
From: Ben Goehring
Hi Anne,
Thanks for following up. This sounds great to me.
Best,
Ben
From: Department of Human Resource Management
Hello, Ben –
Confirming receipt of your response today, July 5, 2022. Because of staff
availability, we are again invoking the 7 additional days to respond. Thank
you for your patience!
Anne
Anne F. Waring
FOIA Officer
Communications & Public Relations Manager
Department of Human Resource Management
101 N. 14th Street, 12th Floor
Richmond, VA 23219
Phone: (804) 592-8241
[image: twitter] <http://twitter.com/VirginiaDHRM> [image:
cid:image001.png@01D1F320.DDE80B10] <http://www.facebook.com/CommonHealthVA>
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following Virginia Freedom of Information Act request, copied below, and originally submitted on June 20, 2022. Please let me know when I can expect to receive a response.
Thanks for your help, and let me know if further clarification is needed.
From: Department of Human Resource Management
Good morning -
Our records indicate that your response is due tomorrow, July 21. Thank you
for the follow up.
Sincerely,
Anne Waring
DHRM FOIA Officer
804-592-8241
Anne F. Waring
DHRM Communications
(804) 592-8241
From: Department of Human Resource Management
VITA's Enterprise
solution for sending large files
You received a Large File Package
from Anne Waring
Click on the tracking number to download your files
Sender's
Name:
Anne Waring
Link to download:
"https://lft.virginia.gov/workflow/GET/UTG1CKEPPY61VPQ4"
Unable to open the link?
Click on this link
"https://lft.virginia.gov/workflow/jsp/downloadFiles.jsp"
and paste the following tracking number: UTG1CKEPPY61VPQ4 and then enter the PIN (if required).
Message
from Sender:
Four zip files included in response to your FOIA request.
Files
Sent with Package:
Muckrock FOIA State Salaried 2018 & 2019.zip
Muckrock FOIA State Salaried 2021.zip
Muckrock FOIA State Salaried 2020.zip
Muckrock FOIA State Salaried 2022.zip
Total
File Size:
110172 KB
Thank you for using VITA's Large File Transfer Application.
From: Department of Human Resource Management
Good afternoon –
There are 4 zip files with a total of 18 spreadsheets created in response
to your request originally sent on June 20, 2022 under the Virginia Freedom
of Information Act (FOIA). These are quarterly snapshots and labeled with
the date of the last month of the quarter. Thank you for working with us to
modify the request.
I will be sending them to you on the Virginia Technologies Agency’s Large
File Transfer application:
https://lft.virginia.gov/workflow/jsp/logon.jsp;jsessionid=0D694A60ECC68A0D6745026829EC664A
State agencies have been transitioning in phases to the Cardinal Human
Capital Management (HCM) System since October 2021. As a result, there are
two spreadsheets for the information provided in December 2021, March 2022,
and June 2022. One spreadsheet is for agencies in the Cardinal system, and
the other for those remaining in our Personnel Management Information
System (PMIS).
Not all state employees are included in our data warehouse.
The agencies listed below are outside the Executive Branch or
are considered to be political jurisdictions. While we encourage all
agencies to provide us with employee information through our central system
or through file exchange, our authority to require agencies to do so has
been limited to agencies that have classified employees—those subject to
the Virginia Personnel Act. None of the agencies listed below have
classified employees. Please contact these agencies directly to obtain
their employees' salaries.
Virginia Port Authority
Virginia Tourism Authority
Va Economic Dev Partnership
Board of Bar Examiners
Va Workers Compensation Comm
State Corporation Commission
Virginia Retirement System
Auditor of Public Accounts
Virginia State Bar
Judicial Inquiry and Rev Comm
Joint Leg Audit & Review Comm
Div of Legislative Auto Sys
Virginia House of Delegates
Senate of Virginia
Supreme Court of Virginia
Circuit Courts
General District Courts
Juv and Dom Relations Dist Crt
Combined District Courts
UVA Medical Center
In addition, Virginia Tech and some of the other universities have
positions that they consider to be “local,” and they do not report their
salaries to us. These are positions that are funded entirely from
endowments or other non-state sources.
From: Ben Goehring
Awesome! Thank you so much for sending these data, Anne! I really appreciate it.
Take care,
Ben
From: Department of Human Resource Management
Good morning, Ben –
I will be sending you on a LFT application a zip file with four
spreadsheets provided in response to your request originally sent on August
11, 2022 under the Virginia Freedom of Information Act (FOIA). These are
annual snapshots as of 12/31 of each year and labeled with the date (2013,
2014, 2017 and 2018). Thank you for working with us to modify the request.
I have also included an invoice for the remaining charges.
Because the files are so large, I will send them to you in on the Virginia
Technologies Agency’s Large File Transfer application:
https://lft.virginia.gov/workflow/jsp/logon.jsp;jsessionid=0D694A60ECC68A0D6745026829EC664A.
Please confirm receipt.
Not all state employees are included in our data warehouse.
The agencies listed below are outside the Executive Branch or
are considered to be political jurisdictions. While we encourage all
agencies to provide us with employee information through our central system
or through file exchange, our authority to require agencies to do so has
been limited to agencies that have classified employees—those subject to
the Virginia Personnel Act. None of the agencies listed below have
classified employees. Please contact these agencies directly to obtain
their employees' salaries.
Virginia Port Authority
Virginia Tourism Authority
Va Economic Dev Partnership
Board of Bar Examiners
Va Workers Compensation Comm
State Corporation Commission
Virginia Retirement System
Auditor of Public Accounts
Virginia State Bar
Judicial Inquiry and Rev Comm
Joint Leg Audit & Review Comm
Div of Legislative Auto Sys
Virginia House of Delegates
Senate of Virginia
Supreme Court of Virginia
Circuit Courts
General District Courts
Juv and Dom Relations Dist Crt
Combined District Courts
UVA Medical Center
In addition, Virginia Tech and some of the other universities have
positions that they consider to be “local,” and they do not report their
salaries to us. These are positions that are funded entirely from
endowments or other non-state sources.
Thank you,
Anne F. Waring
FOIA Officer
Communications & Public Relations Manager
Department of Human Resource Management
101 N. 14th Street, 12th Floor
Richmond, VA 23219
Phone: (804) 592-8241
[image: cid:image001.png@01D8DA3F.604DDCE0][image: twitter]
<http://twitter.com/VirginiaDHRM> [image:
cid:image001.png@01D1F320.DDE80B10] <http://www.facebook.com/CommonHealthVA>
From: Department of Human Resource Management
VITA's Enterprise
solution for sending large files
You received a Large File Package
from Anne Waring
Click on the tracking number to download your files
Sender's
Name:
Anne Waring
Link to download:
"https://lft.virginia.gov/workflow/GET/28N05JTJL3KJGE8T"
Unable to open the link?
Click on this link
"https://lft.virginia.gov/workflow/jsp/downloadFiles.jsp"
and paste the following tracking number: 28N05JTJL3KJGE8T and then enter the PIN (if required).
Message
from Sender:
Please see attached zip file in response to your Virginia FOIA request
Files
Sent with Package:
Muckrock FOIA State Salaried Executive Branch 12-31-2017.zip
Total
File Size:
28571 KB
Thank you for using VITA's Large File Transfer Application.
From: Ben Goehring
Thanks Anne! I downloaded the data. I will put the check for the remaining $180 in the mail today.
Ben
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