Notes for Payroll Software Providers on EHECS
Requirements (Version 4.0)
Contact Information: Central Statistics Office, Skehard Road, Blackrock, Cork. Telephone: Mairead Griffin: +00353214535586 Paul M Crowley: +00353214535090 Email: [email protected] [email protected] CSO website: www.CSO.ieTable of Contents:
PART 1 : DOCUMENT HISTORY... 2 PART 2: INTRODUCTION ... 3 PART 3: FILE SPECIFICATION... 7 PART 4: EXPLANATION OF TERMS USED IN XML FILE. ... 10 PART 5: EXPLANATORY NOTES ON ELEMENTS & ATTRIBUTES ... 22 PART 6: SOME QUESTIONS AND ANSWERS FOR PROGRAMMERS: ... 60 PART 7: VALIDITATION RULES AT FILE LEVEL: ... 63 PART 8 – GUIDELINES FOR MAPPING PAYROLL CODES TO ‘CSO PAYMENT TYPES’...101 PART 9: INSTRUCTIONS ON THE USE OF CSO’S SECURE DEPOSIT BOX. ...104Part 1 : Document History
Version Author Date Comment
1.0 Mairead Griffin 10/7/ 2007 Creation of original document 2.0 Mairead Griffin 04/1/2007 Addition of Part 1 Document history to document 3.0 Mairead Griffin 18/04/08 Addition of points k & l to Part 2: File specification 4.0 Mairead Griffin 16/07/08 · Rewording of point k in Part 2: File specifiction, to allow for the exclusion of employees other than pensioners from the EHECS return. · Insertion of ‘Part 1 – Introduction’, onto the document. · Insertion of ‘Part 9 – Guidelines for mapping payroll codes to CSO Payment Types’
Part 2: Introduction
This document is intended to provide computer programmers with the technical specifications and guidelines required to assist them with programming for the CSO’s quarterly ‘Earnings, Hours and Employment Cost Survey (EHECS). It also provides the necessary technical specifications for the creation of an EHECS XML file which payroll operators can lodge directly into the CSO’s Secure Deposit Box. Feedback to date indicates that the vast majority of payroll providers have now decided to program for both the EHECS and the annual 'National Employment Survey' (NES). Whether you are programming for the EHECS alone, or programming for the EHECS with the intention of programming for the NES at a later stage, it is important to note the following: Two required types of classifications required at employee level: Both the EHECS and NES require that every employee is designated as one of the following employee types: Employee Types: 1. Full time 2. Part time 3. Apprentice/trainee 4. Other 5. Exclude (e.g. for people in receipt of pension payments through the payroll) For the EHECS, each employee, excluding those categorised as ‘exclude’, must, in addition to the above ‘employee type’ classification, also have an 'EHECS occupational category' of one of the following three types, i.e. 'EHECS occupational category' 1. Managers, Professionals & Associate Professionals 2. Clerical, Sales & Service Workers 3. Production, Transport Workers, Craft & Tradespersons, Other Manual Workers. The CSO recommends that instead of classifying employees at the level of ‘EHECS Occupation Category’, every employee should be assigned (to facilitate the return of the NES), a 'NES Occupational Status Code' of one of the following: 'NES Occupational Status Code' 11 (i.e. Legislators and senior officials) 12 (i.e. Corporate managers) 13 (i.e. General managers) 21 (i.e. Physical, mathematical and engineering science professionals) 22 (i.e. Life science and health professionals) 23 (i.e. Teaching professionals) 24 (i.e. Other professionals)
31 (i.e. Physical and engineering science associate professionals) 32 (i.e. Life science and health associate professionals) 33 (i.e. Teaching associate professionals) 34 (i.e. Other associate professionals) 41 (i.e. Office clerks) 42 (i.e. Customer services clerks) 51 (i.e. Personal and protective services workers) 52 (i.e. Models, salespersons and demonstrators) 61 (i.e. Marketoriented skilled agricultural and fishery workers) 62 (i.e. Subsistence agricultural and fishery workers) 71 (i.e. Extraction and building trades workers) 72 (i.e. Metal, machinery and related trades workers) 73 (i.e. Precision, handicraft, printing and related trades workers) 74 (i.e. Other craft and related trades workers) 81 (i.e. Stationaryplant and related operators) 82 (i.e. Machine operators and assemblers) 83 (i.e. Drivers and mobileplant operators) 91 (i.e. Sales and services elementary occupations) 92 (i.e. Agricultural, fishery and related labourers) 93 (i.e. Labourers in mining, construction, manufacturing and transport) The ‘EHECS occupation categories’ can then be derived from the ‘NES Occupational Status Codes’ as follows: 1) ‘NES Occupational Status Codes’ 11 to 34 aggregates to the ‘EHECS Occupation Category’ 'Managers, Professionals & Associate Professional', 2) ‘NES Occupational Status Codes’ 41 to 52 aggregates to EHECS Occupation Category’ 'Clerical, Sales & Service Workers' 3) ‘NES Occupational Status Codes’ 61 to 93 aggregate up to the EHECS category 'Production, Transport Workers, Craft & Tradespersons, Other Manual Workers'. The Classification of Payment Types: To facilitate the combined programming for both the EHECS and NES, the payroll manager should be provided with the following options to enable the software to capture 1. Regular, overtime and irregular earnings required for Part 2 of the EHECS (i.e. RegWgFtMg, RegWgFtCl, RegWgFtOt, RegWgPtMg, RegWgPtCl, RegWgPtOt, OvrtFtMg, OvrtFtCl, OvrtFtOt, OvrtPtMg, OvrtPtCl, OvrtPtOt, IrrBFtMg, IrrBFtCl, IrrBFtOt, IrrBPtMg, IrrBPtCl, IrrBPtOt,) 2. Redundancy payments in Part 7 of the EHECS (i.e. RedMg, RedCl and RedOt). 3. The required Benefit In Kind elements required for Part 8 of the EHECS (i.e. CarMg, CarCl, CarOt, VHIMg, VHICl, VHIOt, HseMg, HseCl, HseOt, OtBenMg, OtBenCl, OtBenOt)
‘CSO Payment Types’ 1. Exclude from CSO returns (e.g. refund of expenses) 1 2. Basic Wages & Salaries (including sick, maternity and holiday pay) 2 3. Regular Bonuses, Allowances & Commissions (excluding regular shift allowances) 4. Regular Shift Allowances 5. Irregular Bonuses, Allowances and Commissions (excluding irregular shift allowances) 6. Irregular Shift Allowances. 7. Overtime 8. BIK Company Vehicles 9. BIK Health Insurance 10. BIK Staff Housing 11. BIK Other 12. Redundancy payments. Caution:Please note that the above options do not include other EHECS variables that are captured through payroll such as Employer’s PRSI (PRSIMg, PRSICl and PRSIOt and the PRSI component of SSecApMg, SSecApCl and SSecApOt) and Employer’s Pension contributions (PenMg, PenCl and PenOt). Note: While IncCtMg, IncCtCl and IncCtOt (Income continuance insurance – Part 7 of EHECS) and OtSocMg, OtSocCl and OtSocOt (Other employee related payments – Part 7 of EHECS) may also be captured through payroll, to simplify the classification process for payroll operators, the CSO is happy to accept ‘Income continuance’ and ‘Other employee related payments’ as either Regular/Irregular Bonuses, Allowances & Commissions. Thus for the EHECS, EHECS Elements = RegWgFtMg, RegWgFtCl, RegWgFtOt, RegWgPtMg, RegWgPtCl, RegWgPtOt, (i.e.Regular Wages & Salaries) = the total paid during the quarter, to the relevant category of employee, of the following: (2+3+4) EHECS Elements = OvrtFtMg, OvrtFtCl, OvrtFtOt, OvrtPtMg, OvrtPtCl, OvrtPtOt (i.e Overtime) = the total paid during the quarter, to the relevant category of employee, of the following: (7) EHECS Elements = IrrBFtMg, IrrBFtCl, IrrBFtOt, IrrBPtMg, IrrBPtCl, IrrBPtOt) (i.e. Irregular bonuses & Allowances) = the total paid during the quarter, to the relevant category of employee, of the following: (5+6) 1 There should be an ‘exclude’ option for paycodes to allow a payroll manager to exclude non relevant pay codes, e.g. refunds of travel and subsistence. 2 We suggest using the descriptive term 'basic wages & salaries' rather than just regular wages and salaries as most payrolls appear to have paycodes set up 'wages' and/or 'salaries' and there seems to be confusion about whether or not someone's basic pay is always regular or not (the answer to this is 'yes'). Extra care will need to be taken by users with an integrated time and attendance system to ensure that they include all the relevant paycodes that are just another name for an employee’s basic pay when they are e.g. out of the office on official business, on training etc.
EHECS Elements = AppWgMg, AppWgCl, AppWgOt (i.e. Apprentice/Trainees total wages & salaries) = the total paid during the quarter, to the relevant category of employee, of the following: (2+3+4+5+6+7). EHECS Elements = RedMg, RedCl, RedOt (i.e. Redundancy payments) = the total paid during the quarter, to the relevant category of employee, of the following: (12) EHECS Elements = CarMg, CarCl, CarOt (i.e. Private use of company cars) = the total paid during the quarter, to the relevant category of employee, of the following: (8). EHECS Elements = VHIMg, VHICl, VHIOt (i.e. Voluntary Sickness Insurance) = the total paid during the quarter, to the relevant category of employee, of the following: (9). EHECS Elements = HseMg, HseCl, HseOt (i.e. Staff houing) = the total paid during the quarter, to the relevant category of employee, of the following: (10). EHECS Elements = OtBenMg, OtBenCl, OtBenOt (i.e. Other free or subsidised benefits) = the total paid during the quarter, to the relevant category of employee, of the following: (11).
PART 3: FILE SPECIFICATION. a) Running the EHECS report. To avoid incorrect and/or incomplete returns, the system should not allow the payroll operator run the EHECS report unless 1) all employees are categorized into one of the three EHECS occupational categories (or one of the 26 NES (National Employment Survey) categories if you are programming for both NES and EHECS and are aggregating the NES occupational categories to derive the three EHECS occupational categories) and 2) are identified as either full time or part time employees and 3) contracted hours are assigned to all employees. The payroll system should generate an error message and list all the employees that have no EHEC/NES occupation code and/or contracted hours assigned to them. b) XML File name: When returning an XML files to the CSO’s secure deposit box, the XML file must have the following file name: CBR_Yr_Qtr_DDMMYYYY_HHMMSS.XML Where CBR = The returning employer’s enterprise number. Yr = The four digit year that the data contained in the XML file relates to. Qtr = The quarter that the data contained in the XML file relates to. DDMMYYYY = The date that the XML file was created. HHMMSS = The time that the XML file was created using a 24 hour clock. Note: CBR is a child element of the element “Company”. Yr and Qtr are both attributes of the element “EHECS” e.g. EN07239417_2006_4_01042007_132407 is the file name for a return for quarter 4 2006 that was created on 1 st April 2007 at 1.24 p.m.for an employer with an Enterprise number of “EN07239417”. c) Checking for incorrect CBR’s As the CBR is a unique identifier of each enterprise, it is vitally important that the CBR is correctly entered onto the EHECS return, particularly in the event of someone lodging a corrupt file that we are unable to open. To minimize the possibility of a payroll operator entering an incorrect CBR, payroll providers should program an internal check of the CBR. The cbr number must have the following format: ENxxxxxxxK where: EN = an acronym for "Enterprise", must always be in capital letters and is always at the start of the CBR number. Note: it is called the CBR number but is in fact a character string) xxxxxxx= seven numbers K is the check digit for the cbr; K is calculated as follows: 1) Total the numbers by applying the formula a*8 + b*7 + c*6 + d*5 + e*4 + f*3 + g*2 where a is the first number after 'EN', b is the second number after 'EN and so on. 2) Divide the total by 11 and round down to the nearest whole number.
3) Multiply this whole number by 11 and take away from the original total. 4) Take this figure from 11 and this is the check digit. 5) If the check digit is 10 then it becomes 0 and if it is 11 it becomes '' E.g. An enterprise has the following CBR number "EN32879563" The total (1) is 3*8 + 2*7 + 8*6 + 7*5 + 9*4 + 5*3 +6*2 = 184 Divided by 11 is 16.727 and rounding down is 16. Mutiply by 11 is 176 and taking away from the original total is 184 176 = 8 Therefore the check digit is 11 – 8 = 3. The above CBR is therefore a valid number. d) Amended returns:
The latest version of a returnreplaces previous versions of a return for any given quarter. If an employer returns more than one XML file to the CSO for a particularly quarter,the latest return (identified by the date on the file name) will overwrite all previous returns for that quarter. It is therefore vitally important that all amended returns contain all the data (amended if necessary) that was contained on the original XML file. E.g. A payroll manager decides to return the XML file with just the payroll related data for Quarter 1 2007. The payroll manager subsequently receives additional nonpayroll related data and thus has to submit an amended return. This amended return must include both the payrollrelated data submitted on the original return and the nonpayroll related data. If the payroll manager creates an amended XML file containing only the additional nonpayroll related data, the amend return will overwrite all the payroll data contained on the original return and the payroll data will then be read into our system as zeros. This point is particularly relevant if the original return contained nonpayrollrelated data. If this isn’t reentered (or stored on the system for automatic population of the amended XML file), this data will be lost. e) The coding of element and attribute ID’s: The titles of the elements and attribute ID’s contained on the XML file must be identical to those contained in the attached XML file specification and listed in this document. Particular care must be taken to use capital and small case letters as appropriate. E.g. FstFtMg must not be coded as Fstftmg. f) No ‘mix and match’ of XML files and paper returns: For any given quarter, an employer must returneither a XML file or a completed Earnings, Hours and Employment Costs Survey formthat they will receive each quarter from the CSO. Theycannot return part of their data by XML file and the remainder of the data on our survey forms.
g) All elements and attributes must be listed in the presecribed order on all XML files Even if the element or attribute is an optional field and therefore blank (e.g. address line 4), the name of the element/attribute must appear on all XML files and in the same order as that given in the XML file specification. h) Do not use quotation marks: Payroll operators should not be able to enter quotation marks into any fields in the XML file. i) Option to exclude certain employees from the EHECS return: The option should be available to the payroll manager to exclude certain categories of employees from the EHECS returns e.g if the enterprise makes pension payments to its former employees through the payroll, then these pensioners should be excluded from the EHECS return. j) The payroll operator should be prompted to save a copy of the XML file prior to lodging it into the CSO’s secure deposit box. Prior to submitting the XML file to the CSO, the payroll operator should be prompted to save a copy of the file. k). Exclusion of certain categories of payments from the EHECS return An ‘exclude’ option should be available so that certain category of payments (e.g. refund of expenses) can be excluded from the EHECS return. l.) The ability to convert ‘unit’ payments to hours and to exclude certain categories of hourly imputs from the calculation of paid contracted hours and paid overtime hours. The payroll manager should have the option of excluding certain hourly paid elements from the calculation of ‘paid contracted hours’ and ’paid overtime hours’. The facility should also be present to allow the payroll manager to convert ‘unit based payments’ to corresponding hours. E.g an employee is rostered to work 7 hours on a Sunday at a premium rate of 2.5 times basic pay. The payroll manager pays this as follows: 7 hours at the basic rate plus 7 hours (i.e. the Sunday ‘premium’) at time and a half. The paid hours that we want returned for the EHECS is 7 hours and not 14 hours. Payroll managers may also enter certain categories of pay as unit based payments rather than hourly based payment, e.g. paying employees by the day (for the purpose of the example we will say that a day corresponds to 7 hours). Thus, in this example, the ‘daily’ units have to be converted into the corresponding hours. The inclusion of a ‘CSO hours multiplier’ that in the first example could be set to ‘zero’ and the second example be set to ‘7’ would allow for the return of correct ‘paid contracted hours’ and ‘paid overtime hours’ on the EHECS return. The multiplication of the ‘units’ and ‘hours’ by their multiplier would ensure the correct calculation of paid overtime hours and paid contracted hours for the EHECS.
PART 4: EXPLANATION OF TERMS USED IN XML FILE. Yr = “ Year” Qtr = “ Quarter” TypRt = “ Type of Return” SoftwareName = “Name of the payroll package producing the XML file” SoftwareVersion = “The version of the payroll package producing the XML file” VendorName = “The name of the payroll supplier” VendorPhone = “Contact phone number of payroll supplier” Name = “ Enterprise Name” Addr1 = “ Address line 1” Addr2 = “ Address line 2” Addr3 = “ Address line 3” Addr4 = “ Address line 4” Addr5 = “ Address line 5” ChgAd = “ Change of name and/or address indicator” CBR = “ Enterprise Number” Contact = “ Name of person signing the declaration” Phone = “ Phone number of person signing the declaration” Email = “ Email address of person signing the declaration”
Date = “ Date the declaration is signed off by the company” Position= “Position of person signing declaration” FstFtMg = "Number of full time employees as at first day of Quarter Fulltime Managers, Professionals and Associate Professionals” FstFtCl = " Number of full time employees as at first day of Quarter Fulltime Clerical, Sales & Service Workers" FstFtOt = " Number of full time employees as at first day of Quarter Fulltime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" LstFtMg = "Number of full time employees as at last day of quarter Fulltime Managers, Professionals and Associate Professionals" LstFtCl = " Number of full time employees as at last day of quarter Fulltime Clerical, Sales & Service Workers" LstFtOt = " Number of full time employees as at last day of quarter Fulltime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" HireFtMg = "Number of full time employees hired during the quarter Fulltime Managers, Professionals and Associate Professionals" HireFtCl = " Number of full time employees hired during the quarter Fulltime Clerical, Sales & Service Workers" HireFtOt = " Number of full time employees hired during the quarter Fulltime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" FstPtMg = " Number of part time employees as at first day of Quarter Parttime Managers, Professionals and Associate Professionals" FstPtCl = " Number of part time employees as at first day of Quarter Parttime Clerical, Sales & Service Workers"
FstPtOt = " Number of part time employees as at first day of Quarter Parttime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" LstPtMg = " Number of part time employees as at last day of quarter Parttime Managers, Professionals and Associate Professionals " LstPtCl = " Number of part time employees as at last day of quarter Parttime Clerical, Sales & Service Workers" LstPtOt = " Number of part time employees as at last day of quarter Parttime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" HirePtMg = " Number of part time employees hired during the quarter Parttime Managers, Professionals and Associate Professionals " HirePtCl = " Number of part time employees hired during the quarter Parttime Clerical, Sales & Service Workers" HirePtOt = " Number of part time employees hired during the quarter Parttime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" AppMg = "Average number of apprentices/trainees engaged in the business during the quarter Managers, Professionals and Associate Professionals " AppCl = "Average number of apprentices/trainees engaged in the business during the quarter Clerical, Sales & Service Workers" AppOt = "Average number of apprentices/trainees engaged in the business during the quarter Production, Transport workers, Craft & Tradespersons, Other Manual Workers" OtPerMg = "Average number of other persons engaged Managers, Professionals and Associate Professionals " OtPerCl = " Average number of other persons engaged Clerical, Sales & Service Workers" OtPerOt = " Average number of other persons engaged Production, Transport workers, Craft & Tradespersons, Other Manual Workers"
VacMg = "Number of Vacancies as at the last working day of the quarter Managers, Professionals and Associate Professionals " VacCl = " Number of Vacancies as at the last working day of the quarter Clerical, Sales & Service Workers" VacOt = "Number of Vacancies as at the last working day of the quarter Production, Transport workers, Craft & Tradespersons, Other Manual Workers" NMWMg = " Number of full and part time employees paid the national minimum hourly wage rate for an experienced adult worker or less Managers, Professionals and Associate Professionals " NMWCl = " Number of full and part time employees paid the national minimum hourly wage rate for an experienced adult worker or less Clerical, Sales & Service Workers" NMWOt = " Number of full and part time employees paid the national minimum hourly wage rate for an experienced adult worker or less Production, Transport workers, Craft & Tradespersons, Other Manual Workers" RegWgFtMg = "Full time employees – Regular wages & salaries Fulltime Managers, Professionals and Associate Professionals " RegWgFtCl = " Full time employees – Regular wages & salaries Fulltime Clerical, Sales & Service Workers" RegWgFtOt = " Full time employees – Regular wages & salaries Fulltime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" OvrtFtMg = " Full time employees – Overtime Pay Fulltime Managers, Professionals and Associate Professionals " OvrtFtCl = " Full time employees – Overtime Pay Fulltime Clerical, Sales & Service Workers" OvrtFtOt = " Full time employees – Overtime Pay Fulltime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" IrrBFtMg = " Full time employees – Irregular bonuses & allowances Fulltime Managers, Professionals and Associate Professionals "
IrrBFtCl = " Full time employees – Irregular bonuses & allowances Fulltime Clerical, Sales & Service Workers" IrrBFtOt = " Full time employees – Irregular bonuses & allowances Fulltime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" RegWgPtMg = " Part time employees – Regular wages & salaries Parttime Managers, Professionals and Associate Professionals " RegWgPtCl = " Part time employees – Regular wages & salaries Parttime Clerical, Sales & Service Workers" RegWgPtOt = " Part time employees – Regular wages & salaries Parttime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" OvrtPtMg = " Part time employees – Overtime Pay Parttime Managers, Professionals and Associate Professionals " OvrtPtCl = " Part time employees – Overtime Pay Parttime Clerical, Sales & Service Workers" OvrtPtOt = " Part time employees – Overtime Pay Parttime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" IrrBPtMg = " Part time employees – Irregular bonuses & allowances Parttime Managers, Professionals and Associate Professionals " IrrBPtCl = " Part time employees – Irregular bonuses & allowances Parttime Clerical, Sales & Service Workers" IrrBPtOt = " Part time employees – Irregular bonuses & allowances Parttime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" AppWgMg = "Apprentices/trainees – Total wages & salaries – Apprentice/trainee Managers, Professionals and Associate Professionals " AppWgCl = "Apprentices/trainees – Total wages & salaries – Apprentice/trainee Clerical, Sales & Service Workers"
AppWgOt = "Apprentices/trainees – Total wages & salaries – Apprentice/trainee Production, Transport workers, Craft & Tradespersons, Other Manual Workers" CHrsFtMg = " Full time employees – Paid Contracted Hours Fulltime Managers, Professionals and Associate Professionals " CHrsFtCl = " Full time employees – Paid Contracted Hours Fulltime Clerical, Sales & Service Workers" CHrsFtOt = "Full time employees – Paid Contracted Hours Fulltime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" OTHrFtMg = "Full time employees – Paid Overtime Hours Fulltime Managers, Professionals and Associate Professionals " OTHrFtCl = "Full time employees – Paid Overtime Hours Fulltime Clerical, Sales & Service Workers" OTHrFtOt = "Full time employees – Paid Overtime Hours Fulltime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" CHrsPtMg = " Part time employees – Paid Contracted Hours Parttime Managers, Professionals and Associate Professionals " CHrsPtCl = " Part time employees – Paid Contracted Hours Parttime Clerical, Sales & Service Workers" CHrsPtOt = " Part time employees – Paid Contracted Hours Parttime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" OTHrPtMg = " Part time employees – Paid Overtime Hours Parttime Managers, Professionals and Associate Professionals " OTHrPtCl = " Part time employees – Paid Overtime Hours Parttime Clerical, Sales & Service Workers" OTHrPtOt = " Part time employees – Paid Overtime Hours Parttime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" CHrsApMg = "Apprentices/trainees – Paid Contracted Hours – Apprentice/trainee Managers, Professionals and Associate Professionals "
CHrsApCl = "Apprentices/trainees – Paid Contracted Hours – Apprentice/trainee Clerical, Sales & Service Workers" CHrsApOt = "Apprentices/trainees – Paid Contracted Hours – Apprentice/trainee Production, Transport workers, Craft & Tradespersons, Other Manual Workers" OTHrApMg = "Apprentices/trainees – Paid Overtime Hours – Apprentice/trainee Managers, Professionals and Associate Professionals " OTHrApCl = "Apprentices/trainees – Paid Overtime Hours – Apprentice/trainee Clerical, Sales & Service Workers" OTHrApOt = "Apprentices/trainees – Paid Overtime Hours – Apprentice/trainee Production, Transport workers, Craft & Tradespersons, Other Manual Workers" ALFtMg = " Full time employees – Annual Leave & Bank Holidays Fulltime Managers, Professionals and Associate Professionals " ALFtCl = " Full time employees Annual Leave & Bank Holidays Fulltime Clerical, Sales & Service Workers" ALFtOt = " Full time employees – Annual Leave & Bank Holidays Fulltime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" MatFtMg = " Full time employees – Maternity Leave Fulltime Managers, Professionals and Associate Professionals " MatFtCl = " Full time employees – Maternity Leave Fulltime Clerical, Sales & Service Workers" MatFtOt = " Full time employees – Maternity Leave Fulltime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" SicFtMg = " Full time employees – Sick Leave Fulltime Managers, Professionals and Associate Professionals " SicFtCl = " Full time employees – Sick Leave Fulltime Clerical, Sales & Service Workers"
SicFtOt = " Full time employees – Sick Leave Fulltime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" OtLFtMg = " Full time employees – Other Leave Fulltime Managers, Professionals and Associate Professionals " OtLFtCl = " Full time employees – Other Leave Fulltime Clerical, Sales & Service Workers" OtLFtOt = " Full time employees – Other Leave Fulltime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" ALPtMg = " Part time employees – Annual Leave & Bank Holidays Parttime Managers, Professionals and Associate Professionals " ALPtCl = " Part time employees – Annual Leave & Bank Holidays Parttime Clerical, Sales & Service Workers" ALPtOt = " Part time employees – Annual Leave & Bank Holidays Parttime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" MatPtMg = " Part time employees – Maternity Leave Parttime Managers, Professionals and Associate Professionals " MatPtCl = " Part time employees – Maternity Leave Parttime Clerical, Sales & Service Workers" MatPtOt = " Part time employees – Maternity Leave Parttime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" SicPtMg = " Part time employees – Sick Leave Parttime Managers, Professionals and Associate Professionals " SicPtCl = " Part time employees – Sick Leave Parttime Clerical, Sales & Service Workers" SicPtOt = " Part time employees – Sick Leave Parttime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" OtLPtMg = " Part time employees – Other Leave Parttime Managers, Professionals and Associate Professionals "
OtLPtCl = " Part time employees – Other Leave Parttime Clerical, Sales & Service Workers" OtLPtOt = " Part time employees – Other Leave Parttime Production, Transport workers, Craft & Tradespersons, Other Manual Workers" LApMg = " Apprentices/trainees – All Paid Leave – Apprentice/trainee Managers, Professionals and Associate Professionals " LApCl = " Apprentices/trainees – All Paid Leave – Apprentice/trainee Clerical, Sales & Service Workers" LApOt = " Apprentices/trainees – All Paid Leave – Apprentice/trainee Production, Transport workers, Craft & Tradespersons, Other Manual Workers" PenMg = "All employees, including apprentices/trainees – Employers contribution to pension funds – All Managers, Professionals and Associate Professionals " PenCl = " All employees, including apprentices/trainees Employers contribution to pension funds – All Clerical, Sales & Service Workers" PenOt = " All employees, including apprentices/trainees Employers contribution to pension funds – All Production, Transport workers, Craft & Tradespersons, Other Manual Workers" LibIns = "Employer’s liability insurance premiums paid in the quarter" PRSIMg = "Full time and part time employees – Employer’s statutory PRSI Managers, Professionals and Associate Professionals " PRSICl = "PRSI Full time and part time employees – Employer’s statutory PRSI Clerical, Sales & Service Workers" PRSIOt = " Full time and part time employees – Employer’s statutory PRSI Production, Transport workers, Craft & Tradespersons, Other Manual Workers" IncCtMg = " Full time and part time employees – Income continuance insurance Managers, Professionals and Associate Professionals " IncCtCl = " Full time and part time employees – Income continuance insurance Clerical, Sales & Service Workers"
IncCtOt = " Full time and part time employees – Income continuance insurance Production, Transport workers, Craft & Tradespersons, Other Manual Workers" RedMg = " Full time and part time employees – Redundancy Payments Managers, Professionals and Associate Professionals " RedCl = " Full time and part time employees – Redundancy Payments Clerical, Sales & Service Workers" RedOt = " Full time and part time employees – Redundancy Payments Production, Transport workers, Craft & Tradespersons, Other Manual Workers" OtSocMg = " Full time and part time employees – Other employee related payments Managers, Professionals and Associate Professionals " OtSocCl = " Full time and part time employees – Other employee related payments Clerical, Sales & Service Workers" OtSocOt = " Full time and part time employees – Other employee related payments Production, Transport workers, Craft & Tradespersons, Other Manual Workers" SSecApMg = "Apprentices/trainees – Total social security contributions – Apprentice/trainee Managers, Professionals and Associate Professionals " SSecApCl = " Apprentices/trainees – Total social security contributions – Apprentice/trainee Clerical, Sales & Service Workers" SSecApOt = " Apprentices/trainees – Total social security contributions – Apprentice/Trainee Production, Transport workers, Craft & Tradespersons and Other Manual Workers" CarMg = "Full time and part time employees – Private use of company cars Managers, Professionals and Associate Professionals " CarCl = " Full time and part time employees – Private use of company cars Clerical, Sales & Service Workers" CarOt = " Full time and part time employees – Private use of company cars Production, Transport workers, Craft & Tradespersons, Other Manual Workers"
StksMg = "Full time and part time employees – Stock options & share purchase schemes Managers, Professionals and Associate Professionals " StksCl = " Full time and part time employees – Stock options & share purchase schemes Clerical, Sales & Service Workers" StksOt = " Full time and part time employees – Stock options & share purchase schemes Production, Transport workers, Craft & Tradespersons, Other Manual Workers" VHIMg = " Full time and part time employees – Voluntary sickness insurance Managers, Professionals and Associate Professionals " VHICl = " Full time and part time employees – Voluntary sickness insurance Clerical, Sales & Service Workers" VHIOt = " Full time and part time employees – Voluntary sickness insurance Production, Transport workers, Craft & Tradespersons, Other Manual Workers" HseMg = " Full time and part time employees – Staff Housing Managers, Professionals and Associate Professionals " HseCl = " Full time and part time employees – Staff Housing Clerical, Sales & Service Workers" HseOt = " Full time and part time employees – Staff Housing Production, Transport workers, Craft & Tradespersons, Other Manual Workers" OtBenMg = " Full time and part time employees – Other free or subsidised benefits Managers, Professionals and Associate Professionals " OtBenCl = " Full time and part time employees – Other free or subsidised benefits Clerical, Sales & Service Workers" OtBenOt = " Full time and part time employees – Other free or subsidised benefits Production, Transport workers, Craft & Tradespersons, Other Manual Workers" TrExp = "Other labour costs Training costs" OtExp = "Other labour costs Other Expenditure"
TrSub = "Subsidies and refunds received Training Subsidies"
OtSub = "Subsidies and refunds received Other Subsidies"
Rfund = "Subsidies and refunds received – Refunds from social welfare"
PART 5: EXPLANATORY NOTES ON ELEMENTS & ATTRIBUTES
Element: EHECS.Attribute =Yr Short Description: Year
Detailed description:The fourdigit year that the returned data relates to.
Validation Rules at attribute level: A required 4digit numeric field e.g. 2006, 2007.
Element: EHECS.Attribute =Qtr
Short Description: The one digit quarter that the data relates to. Detailed Description: If the returned data relates to the period (a) 01 January to 31 March, then enter “1”; (b) 01 April to 30 June, enter “2”; (c) 01 July to 30 September, enter “3” (d) 01 October to 31 December, enter “4” Validation Rules at Attribute level: A required onedigit numeric fields; Range 1 to 4
Element: EHECS.Attribute =TypRt
Short Description: The one character indicator for the type of return. It signifies whether the return is an original or amended return for the quarter. Detailed Description: If the return is an original return, enter “O”. If the return is an amended return, then enter “A” into this field. Validation Rules at Attribute level: A required alpha field; Length 1; valid entries O or A. Capital Letters only. Default to “O”.
Element: EHECS.Attribute= SoftwareName Short Description: Name of payroll package
Detailed description: The name of the software package generating the XML file.
Validation Rules at attribute level: A required alpha numeric field: Maximum length of 80 characters. This name should be hardcoded into the system so that it automatically generates each time the XML file is created.
Element: EHECS.Attribute= SoftwareVersion
Short Description: The version of the payroll package generating the XML file
Detailed description: The version number of the payroll package generating the XML file. Validation Rules at attribute level: A required alpha numeric field: Maximum length of 10 characters. This should be hardcoded into the system so that it automatically generates each time the XML file is created.
Element: EHECS.Attribute= VendorName
Short Description: The name of company supplying the payroll package
Detailed description: The full name of the company that produces the software package used to generate the XML file.
Validation Rules at attribute level: A required alpha numeric field: Maximum length of 80 characters. This name should be hardcoded into the system so that it automatically generates each time the XML file is created.
Element: EHECS.Attribute= VendorPhone
Short Description: Contact phone number of payroll provider. Detailed description: The contact phone number of the company producing the software used to generate the XML file. Validation Rules at attribute level: A required alpha numeric field. Maximum length 14. Should be entered in the format area code, hyphen, local number with no spaces in between, e.g. 01123456789, 08712345678. This contact number should be hardcoded into the system so that it automatically generates each time the XML file is created.
Element: Company. Child element =Name
Short Description: Enterprise name/Employer name
Detailed Description: Enter the name of the enterprise/employer
Validation Rules: A required alpha numeric field: Maximum length of 80 characters
Element: Company. Child element =Addr1 Short Description: Address line 1
Detailed Description: The first line of the enterprise’s/employer’s address.
Validation Rules: A required alpha numeric field; Maximum length of 80 characters
Element: Company. Child element =Addr2 Short Description: Address line 2
Detailed Description: The second line of the enterprise’s/employer’s address.
Validation Rules: An optional alpha numeric field; Maximum length of 80 characters
Element: Company. Child element =Addr3 Short Description: Address line 3
Detailed Description: The third line of the enterprise’s/employer’s address.
Element: Company. Child element =Addr4 Short Description: Address line 4
Detailed Description: The fourth line of the enterprise’s/employer’s address.
Validation Rules: An optional alpha numeric field; Maximum length of 80 characters
Element: Company. Child element =Addr5 Short Description: Address line 5
Detailed Description: The fifth line of the enterprise’s/employer’s address. Validation Rules: An optional alpha numeric field.
Maximum length of 80 characters
Element: Company. Child element =ChgAd
Short Description: Change of name and/or address indicator.
Detailed Description: Change of enterprise name and/or address indicator. Enter “1” if you wish to notify the CSO of any changes to the enterprise/employer’s name and/or address fields.
Validation Rules: A required one digit numeric field. Range 0 to 1. Default to 0
Element: Company. Child element =CBR Short Description: Enterprise number Detailed Description: The enterprise number is the 10character reference quoted on all correspondence between the enterprise and the CSO. Validation Rules: A required alpha numeric field. Length 10. Must begin with the characters ‘EN’ followed by seven numeric characters and a check digit (note that the check digit can be any number in the range 0 to 9 or a ‘hyphen’). EN must be in capital letters. E.g. “EN12345679” or “EN0123456”. To check for valid CBR numbers, the CBR number must have the following format: ENxxxxxxxK where: EN = an acronym for "Enterprise" and is always at the start of the CBR number (it is called the CBR number but is in fact a character string), xxxxxxx= seven numbers, K is the check digit for the CBR. K is calculated as follows: 1) Total the numbers by applying the formula a*8 + b*7 + c*6 + d*5 + e*4 + f*3 + g*2 where a is the first number after 'EN', b is the second number after 'EN and so on. 2) Divide the total by 11 and round down to the nearest whole number. 3) Multiply this whole number by 11 and take away from the original total. 4) Take this figure from 11 and this is the check digit. 5) If the check digit is 10 then it becomes 0 and if it is 11 it becomes '' E.g The enterprise has the following number "EN32879563" The total (1) is 3*8 + 2*7 + 8*6 + 7*5 + 9*4 + 5*3 +6*2 = 184 Divided by 11 is 16.727 and rounding down is 16. Mutiply by 11 is 176 and taking away from the original total is 184 176 = 8 Therefore the check digit is 11 – 8 = 3. Thus the above CBR is a valid number.
Element: Declaration. Attribute =Contact
Short Description: Name of person signing the declaration
Detailed Description: Name of the person declaring that the data in the return is complete and accurate.
Validation Rules at Attribute level: A required alpha field. Maximum length 40 characters.
Element: Declaration. Attribute =Phone
Short Description: Phone number of person signing the declaration Detailed Description: The contact phone number (including area code) of the person signing the declaration Validation Rules at Attribute level: A required alpha numeric field. Maximum length 14. Should be entered in the format area code, hyphen, local number with no spaces in between, e.g. 01123456789, 08712345678
Element: Declaration. Attribute =Email
Short Description: Email address of person signing the declaration Detailed Description: Email address of person signing the declaration
Validation Rules at Attribute level: A required alpha numeric field. Maximum length 80 characters.
Element: Declaration. Attribute =Date
Short Description: Date on which declaration is completed. Detailed Description: Date on which declaration is completed.
Validation Rules at Attribute level: A required date field in the format DDMMYYYY
Element: Declaration. Attribute =Position
Short Description: Position of person completing the declaration.
Detailed Description: The position or job title of the person completing the declaration.
Validation Rules at Attribute level: A required alpha numeric field. Maximum length 40 (e.g. financial controller.)
Element: Data.Child element: FstFtMg
Short Description: Number of full time 3 managers, professionals and associate professional employees as at the first day of the quarter.
Detailed Description: Enter the number of full time managerial, professional and associate professional employees who were on the payrolland received wages at the first paydate of the quarter (i.e. exclude any persons who were on the payrolland received no wages at the first pay date of the quarter). Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,) 3 Full time Employees are defined as employees (excluding apprentices) whose regular working hours are the same as the collectively agreed or customary hours worked in the enterprise, even if the contract is for less than one year and regardless of whether the contract is a permanent or temporary one.
Element: Data.Child element: FstFtCl
Short Description: Number of full time clerical, sales and service employees at the first day of the quarter
Detailed Description: Enter the number of full time clerical, sales and service workers who were on the payrolland received wages at the first pay date of the quarter (i.e. exclude any persons who were on the payrolland received no wages at the first pay date of the quarter).
Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: FstFtOt
Short Description: The number of full time production, transport workers, craft & tradespersons, other manual workers at the first day of the quarter
Detailed Description: Enter the number of full time production, transport, craft, trade and other manual workers who were on the payrolland received wages at the first pay date of the quarter (i.e. exclude any persons who were on the payrolland received no wages at the first pay date of the quarter).
Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: LstFtMg
Short Description: The number of full time managers, professionals and associate professional employees at the last day of the quarter
Detailed Description: Enter the number of full time managerial, professional and associate professional employees who were on the payrolland received wages at the last pay date of the quarter (i.e. exclude any persons who were on the payrolland received no wages at the last pay date of the quarter).
Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: LstFtCl
Short Description: The number of full time clerical, sales and service employees at the last day of the quarter
Detailed Description: Enter the number of full time clerical, sales and service workers who were on the payrolland received wages at the last paydate of the quarter (i.e. exclude persons who were on the payroll at the last paydate of the quarter andreceived no wages).
Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: LstFtOt
Short Description: The number of full time production, transport workers, craft & tradespersons and other manual workers at the last day of the quarter
Detailed Description: Enter the number of full time production, transport, craft, trade and other manual workers who were on the payrolland received wages at the last paydate of the quarter (i.e. exclude any persons who were on the payrolland received no wages at the last paydate of the quarter).
Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: HireFtMg.
Short Description: The number of full time managers, professionals and associate professional employees hired during the quarter Detailed Description: The number of full time managerial, professional and associate professional employees hired during the quarter i.e. whose start date lies within the quarter. Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: HireFtCl
Short Description: The number of full time clerical, sales and service workers hired during the quarter Detailed Description: Enter the number of full time clerical, sales and service workers hired during the quarter i.e. whose start date lies within the quarter. Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: HireFtOt
Short Description: The number of full time production, transport, craft, trade and other manual workers hired during the quarter. Detailed Description: Enter the number of full time production, transport, craft, trade and other manual workers hired during the quarter i.e. whose start date lies within the quarter. Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: FstPtMg
Short Description: The number of part time 4 managers, professionals and associate professional employees at the first day of the quarter.
Detailed Description: Enter the number of part time managerial, professional and associate professional employees who were on the payrolland received wages at the first paydate of the quarter (i.e. exclude any persons who were on the payrolland received no wages at the first paydate of the quarter).
Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: FstPtCl
Short Description: The number of part time clerical, sales and service employees at the first day of the quarter.
Detailed Description: Enter the number of part time clerical, sales and service workers who were on the payrolland received wages at the first paydate of the quarter (i.e. exclude any persons who were on the payrolland received no wages at the first paydate of the quarter Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: FstPtOt
Short Description: The number of part time production, transport workers, craft & tradespersons and other manual workers at the first day of the quarter.
Detailed Description: Enter the number of part time production, transport, craft, trade and other manual workers who were on the payrolland received wages at the first paydate of the quarter (i.e. exclude any persons who were on the payrolland received no wages at the first paydate of the quarter
Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: LstPtMg
Short Description: The number of part time managers, professionals and associate professional employees at the last day of the quarter.
Detailed Description: Enter the number of part time managerial, professional and associate professional employees who were on the payrolland received wages at the last paydate of the quarter (i.e. exclude any persons who were on the payrolland received no wages at the last paydate of the quarter). Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,) 4 Part time Employees are defined as employees (excluding apprentices) whose regular working hours are less than the collectively agreed or customary hours worked in the enterprise, whether daily, weekly or monthly and irrespective of the duration of the contract. As a general guideline, if an employee works 80% or less of the regular or normal hours worked by others in the same grade within the enterprise, then these employees should be categorised as part time employees.
Element: Data.Child element: LstPtCl
Short Description: The number of part time clerical, sales and service employees at the last day of the quarter.
Detailed Description: Enter the number of part time clerical, sales and service employees who were on the payrolland received wages at the last paydate of the quarter (i.e. exclude any persons who were on the payrolland received no wages at the last paydate of the quarter). Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: LstPtOt
Short Description: The number of part time production, transport workers, craft & tradespersons and other manual workers at the last day of the quarter.
Detailed Description: Enter the number of part time production, transport, craft, trade and other manual workers who were on the payrolland received wages at the last pay date of the quarter (i.e. exclude any persons who were on the payrolland received no wages at the last pay date of the quarter).
Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: HirePtMg
Short Description: The number of part time managers, professionals and associate professional employees hired during the quarter. Detailed Description: Enter the number of part time managerial, professional and associate professional employees hired during the quarter i.e. whose start date lies within the quarter. Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: HirePtCl
Short Description: The number of part time clerical, sales and service workers hired during the quarter. Detailed Description: Enter the number of part time clerical, sales and service workers hired during the quarter i.e. whose start date lies within the quarter. Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: HirePtOt
Short Description: The number of part time production, transport workers, craft & tradespersons and other manual workers hired during the quarter. Detailed Description: Enter the number of part time production, transport, craft, trade and other manual workers hired during the quarter i.e. whose start date lies within the quarter. Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
Element: Data.Child element: AppMg Short Description: Average number of apprentice/trainee managers, professionals and associate professionals engaged in the business during the quarter. Detailed Description: Enter the average number of apprentice/trainee managers, professionals and associate professionals engaged in the business during the quarter. This is calculated by summing the number of apprentice/trainee managers, professionals and associate professionals paid at each paydate during the quarter and dividing this total by the number of paydates in the quarter e.g. if all apprentices are paid weekly and it is a 13 week, add the total number of apprentices on the pay roll each week and divide this total by 13. Validation Rules at Attribute level: A required numeric field. No decimal places. No spaces. Round to the nearest unit. Range 0 to 99999. No 1,000 separator (,)
Element: Data.Child element: AppCl
Short Description: Average number of apprentice/trainee clerical, sales and service workers engaged in the business during the quarter. Detailed Description: Enter the average number of apprentice/trainee clerical, sales and service workers engaged in the business during the quarter. This is calculated by summing the number of apprentice/trainee clerical, sales and service workers paid at each pay date during the quarter and dividing this total by the number of pay dates in the quarter. Validation Rules at Attribute level: A required numeric field. No decimal places. No spaces. Round to the nearest unit. Range 0 to 99999. No 1,000 separator (,)
Element: Data.Child element: AppOt
Short Description: Average number of apprentice/trainee production, transport workers, craft & tradespersons and other manual workers engaged in the business during the quarter. Detailed Description: Enter the average number of production, transport, craft, trade and other manual workers on the payroll during the quarter. This is calculated by summing the number of apprentice/trainee production, transport, craft, trade and other manual workers paid at each pay date during the quarter and dividing this total by the number of pay dates in the quarter. Validation Rules at Attribute level: A required numeric field. No decimal places. No spaces. Round to the nearest unit. Range 0 to 99999. No 1,000 separator (,)
Element: Data.Child element: OtPerMg
Short Description: Average number of other persons engaged as managers, professionals and associate professionals Detailed Description: These are people who are engaged in the business as managers, professionals and associate professionals but are not on the payroll, e.g. proprietors, unpaid voluntary workers or unpaid family members. This category would also include people who are on the payroll and for whom there are no available contracted hours. Validation Rules at Attribute level: A required numeric field. Range 0 to 99999. No decimal places. No spaces. No 1,000 separator (,)
