End dates on employment rows play an important role in supporting correct folder behavior, transfer logic, and record lifecycle management within eOPF. Employment rows should include an end date when that user's employment is no longer active. Ideally, they would be accurate based on their agencies data feeds, but it is not a requirement.
Inappropriately end-dating a user's employment or manually removing an end-date from a user's employment can lead to problems such as additional employment line creation, documents moving to folders inappropriately, agency/NPRC/gaining agencies may have difficulty completing transfers, and the employee could lose elevated access.
Note: HR Admin can only add or edit end dates connected to POIDs to which they have access.
As an example, if an AF HR Admin attempts to add or change an end date for a USDA employment, the system will kick the HR Admin user out of the profile back to the Home page when the HR Admin tries to save their changes.
Employment end dates impact:
- Whether an employee is considered Active or Inactive.
- When folder status should automatically shift from Active to Inactive.
- How folders move between agencies or to NPRC.
- Which employment folder a user's documents flow into.
- Employee elevated access
Modernized folders may continue to accept documents regardless of their status; however, correct end‑dating ensures proper lifecycle management and prevents downstream transfer issues.
Key Points for Agencies:
- End dates impact employment status and folder status transitions.
- Folders moving to NPRC do not need an end date.
- Folders coming from NPRC or moving between agencies should have end‑dated previous employment rows.
- Data feeds should supply end dates.
- Modernized folders can accept documents regardless of their status, but employment end dates still must be correct to support proper folder management.
End Dates and Folder Status
When an employment row is end‑dated, the system uses this information to update the folder status from Active to Inactive.
If an end date is missing where one should exist, the folder may remain Active unintentionally, resulting in misrouted documents or transfer delays.
Agencies should avoid manually adjusting folder statuses unless necessary. Whenever possible, these updates should flow from an agency's internal Human Resource system to their data provider, and then from their data provider's data feeds to maintain authoritative, consistent information.
End Dates and Transfer Rules
The need for an employment end date depends on the type of transfer being performed:
Transfers TO NPRC
- No end date is required.
- Agencies should not add an end date solely for the purpose of sending a folder to NPRC.
Transfers FROM NPRC
- Prior employment rows should be end-dated through Employment Data Feeds.
- Missing end dates may prevent the returning folder from attaching to the correct active employment record.
Interagency Transfers
- An end date is necessary.
- Without it, folders may remain active under the previous agency, preventing successful receipt by the gaining agency.
Data Feeds as the Source of Truth
End dates should ideally populate through Employment Data Feeds (EDF). Manual updates should be avoided as they incorrect manual updates can cause data discrepancies across systems.
Special Consideration for e‑Series Subelement Codes
If the agency subelement code falls under an e‑series designation, the end date should still come through the EDF whenever possible.
Example of Inappropriately End-dated employment Impact:
John ends their employment with Agency A and moves to Agency B. Agency A does not indicate this end of employment in their HR system, and their data feed to their data provider does not indicate that John's employment has ended. eOPF does not update his employment at agency A to add an end date and mark the folder as inactive.
Agency A needs to transfer John's folder to NPRC, who needs to send it to Agency B. Agency A can't transfer John's eOPF because he has an active folder at their agency. An HR specialist at Agency A manually end-dates his folder and marks it inactive so they can transfer the folder to NPRC.
Because agency A never updated their internal HR system which provides data feeds to their data provider, their data providers still send information into eOPF indicating an active employment at Agency A. John's Employment line at agency A has its end-date removed inappropriately. His folder at Agency A is reopened, and documents may start flowing into it inappropriately from Agency A or Agency B.