Payroll
Please note, bodies in Wales should follow the data specification available on the Wales Audit Office website (external link).
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.
- PLEASE NOTE. The following additional fields to this data specification have been confirmed as; ‘telephone number’ (home and mobile), ‘passport number’ and ‘email address’. As a result of these new fields NFI participants should consider updating the summary fair processing notice (FPN) issued to data subjects. A revised example summary FPN is available at Level 1: Summary text
| 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 number1 | Character2 | New fields _ As a result of these new fields NFI participants should consider updating the summary fair processing notice (FPN) issued to data subjects. A revised example summary FPN is available on the NFI web site. See note1 below. |
| Mobile telephone number1 | Character2 | |
| Email address1 | Character | |
| Passport number1 | Character2 | |
| 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 for the 2012/13 financial year up to date of extract. 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 code1 | Character | 6 numeric characters in groups of 2 which may be separated by hyphens, e.g., 20-45-23. |
| Bank account1 | Character | Usually 8 numeric characters. |
| Building society roll number1 | Character | Building societies have a roll number where payments are disbursed to after being paid into a single account. |
1 These fields are collected for matching purposes only and will not be shown within any matches passed back to participants for review.
2 Updated 21/6/12 from numeric to character.