Audit Commission

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Requirements

  • Data should only be submitted via the Data File Upload (DFU) facility. This is now the only acceptable method to supply data. If another submission method is used our policy is to inform the Director of Finance that data has been put at risk unnecessarily.
  • All payrolls (for example, monthly, weekly, and quarterly, members/councillors, schools, and teachers) should be provided.  However, data should not be provided in respect of payrolls processed for other organisations on an agency basis unless:
    • this has been authorised by the organisation; and  
    • the organisation has confirmed that Fair Processing Notices (FPNs) have been issued.
  • Ensure a single file for each organisation is uploaded i.e. do not submit one file that merges Police, Fire and County Council employees.
  • Ensure that there is only a single record for each employee i.e. details for individual employees with more than one post should be merged into one record. For example, for employees with multiple posts ‘Gross pay to date’ and ‘Standard hours per week’ for each post should be added together to give aggregated totals for those two fields. Other fields such as ‘Date started’, ‘Sort code’ and ‘Bank account’ should be provided from the main (highest earnings) post.
  • Include current employees only.
  • The Commission is also considering adding the following additional fields to this data specification; telephone number (home and mobile), passport number and email address. The final decision will be confirmed by 31 May 2012.

Field name Data format Comments
Employee reference number Character  
Employee post number Character Leave blank if not applicable, but do not omit this field
Department Character Provide the Department where the employee works, for example, Social Services, Education. If this field contains a code, please provide a lookup table.
Title Character  
Sex Character  
Surname Character  
Forename(s) Character Revised - Please ensure you capture any middle name(s) or initial(s). You can provide this in a separate Middle name(s) or middle initial(s) field or in the 'Forename(s)' cell if preferred.
Middle name(s) or middle initial(s) Character  
Address line 1 Character  
Address line 2 Character  
Address line 3 Character  
Address line 4 Character  
Post code Character  
Date of birth Date  
Home telephone number Numeric Potential new fields – a decision about whether these will be included will be confirmed by the Audit Commission by 31 May 2012.
Mobile telephone number Numeric
Email address Character
Passport number Numeric
Date started Date  
Date left Date Included as an independent check that only current employees are included
Leaver indicator Character  
National insurance number Character  
Full-time/part-time flag Character Insert 'F' for full time (employed for more than 30 hours per week), 'P' for part time (less than 30 hours a week) or 'C' for Casual/As and when employees.
Gross pay to date Numeric This should be gross pay to date NOT taxable pay to date. Do not submit a record if this field is zero.
Standard hours per week Numeric e.g. 16 hours as 1600.
Date last paid Date  
Teacher flag Character Insert 'T' for a teacher.
Sort code Character 6 numeric characters in groups of 2 which may be separated by hyphens, e.g., 20-45-23.
Bank account Character Usually 8 numeric characters.
Building society roll number Character Building societies have a roll number where payments are disbursed to after being paid into a single account.
 

Download the data specification 

2012/13 NFI payroll detailed data specification ( PDF, 47kb ) 2012/13 NFI payroll detailed data specification (opens in a new window)

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