EMPLOYEE LEVEL DATA

These are the SDWorx-Pay employee payroll items:

Name	Engine code
Employee status marker (starter, transfer, leaver, payment after leaving)	E001
Initials	E002
Rank / Title	E003
Forenames	E004
Cost code	E005
Surname	E006
Alternate reference	E009
Marital status	E010
Previous basic pay	E011
ElEx Passport number	E012
ElEx Irregular payment indicator	E013
Standard hours identifier	E014
HMRC late PAYE reporting reason and date	E015
RTW marker	E016
RTW reference	E017
RTW date	E018
Address line 1	E021
Address line 2	E022
Address line 3	E023
Address line 4	E024
Address line 5	E025
UK Post code	E026
Country / Address line 7	E027
Fixed spread costing ratios	E030
Pay frequency	E040
Sex / Gender	E041
Category	E042
Pay method	E043
Pay group	E044
Class	E045
Department	E049
Occupational category	E051
NES classification	E052
Basic period hours	E058
Basic paying hours	E059
Days per week	E060
Address on salary slip indicator	E064
Address on P60 indicator	E065
eP60 indicator	E066
Dormant indicator	E067
Pay payroll adjustment	E070
Pay current period	E071
Previous period reversal	E072
Payroll adjustment pay method	E073
ElEx new widow marker	E077
ElEx Retirement date	E079
Birth date	E080
Start date	E081
Leaving date	E082
Date of death	E083
Date of change of basic salary	E084
Significant date	E085
Date left previous employment	E086
Apprenticeship start date	E087
Apprenticeship end date	E088
Veterans NI End Date	E089
Reason for leaving	E090
Freeport NI End Date	E091
Suppress starter proportional pay	E094
Suppress leaver proportional pay	E095
Pension payslip indicator	E096
Pension postal zone indicator	E097
Trustee indicator	E098
Suppress point in time calculation	E099
ElEx New Starter status	E105
ElEx P45 leaver status	E110
ElEx Report on next regular FPS	E115
Bank sort code	E120
Bank account number	E121
Building society reference number	E122
Additional bank sort code	E124
Additional bank account number	E125
Additional building society reference number	E126
Pay advice stationery	E127
Pay advice number of copies	E128
P45 request	E131
Suppress Automatic Basic Hourly Rate (ABHR) 1	E132
Suppress Automatic Basic Hourly Rate (ABHR) 2	E133
Suppress Automatic Basic Hourly Rate (ABHR) 3	E134
Suppress Automatic Basic Hourly Rate (ABHR) 4	E135
Suppress Automatic Basic Hourly Rate (ABHR) 5	E136
ONS basic pay option	E140
ONS exemption indicator	E141
Pay brought forward underpayment permanent	E150
Pay brought forward underpayment this time	E151
Minimum pay basic hours option	E152
Minimum pay exemption	E153
School leaving age date	E154
Continuous service date	E180
OMP exclusion	E181
OMP scheme number	E182
Guaranteed payment indicator	E200
Automatic enrolment sacrifice override	E210
E-mail primary characters 1 to 50	E211
E-mail primary characters 51 to 100	E212
BIC bank number	E220
IBAN bank number	E221
Employee bank account name	E222
Employee EFT reference	E223
Off-payroll worker (IR35) indicator	E350
Override number of pay periods and advance tax period	E800
Override number of pay periods and not advance tax period	E801
Override number of pay periods for allowance adjustments only	E802
Override number of pay periods for statutory deductions and	E810
Override number of pay periods for statutory deductions and not	E811
Override number of pay periods for allowances	E820
Override number of pay periods for deductions	E830
Override number of pay periods for holiday accrual	E840
Sick days taken	E910
Sick days entitlement	E911
Holiday taken	E912
Holiday entitlement	E913
Unpaid leave	E914

These data items enable you to enter data that is specific to each employee.

This includes:

Personal data, including address, payment and banking details.
Sick days, holidays and unpaid leave.
Payslip details, including messages that are to appear on the payslip
RTI Elex Reporting details

You can also specify additional credit payment details, allow employees to receive proportional pay as starters or leavers, enter payroll adjustments, and override the company-set number of pay periods used to calculate allowances, deductions and holidays. These are introduced in the following sections.

PART PAYMENT METHODS

SDWorx-Pay identifies a value identified in a voluntary deduction to be paid into a secondary bank or building society account. The remaining net pay is paid into the main bank account. The main payment is paid in accordance with the payment method specified at employee level using Pay method/E043. The specified value deduction is defined at company set-up time as a part-payment deduction.

The value in the payslip’s net pay box will be the value of the main payment. The additional credit amount will be shown in the deductions column with an asterisk printed next to the name of the deduction. Account details for the additional credit account can also be shown on the payslip, including its own title.

You can specify an additional bank sort code, bank account number and building society reference number to receive the part payment using:

Additional bank sort code/E124
Additional bank account number/E125
Additional building society reference number/E126

PROPORTIONAL PAY

You can adjust basic pay and allowances to provide proportional pay for employees who either start or leave between the start and end of a pay period. Payroll configuration specifies that SDWorx-Pay is to perform this calculation automatically for either, or both, starters and leavers, and whether it should apply to basic pay only or include allowances. The facility is available only for employees with the same pay frequency as that defined for the company. You can suppress starter and leaver proportional pay for individual employees, using Suppress starter proportional pay/E094 and Suppress leaver proportional pay/E095.

In the case of an employee starting part way through the previous period, pay the current period’s allowances in full, in addition to the proportional pay for the previous period. Two separate tax and NI calculations are performed and the results added together. That is, NI is calculated on the pay relating to the previous period, and added to the NI calculated on the pay for the current pay period. Tax is calculated on one period only.

In the case of leavers, days worked will be calculated by subtracting the previous period end date from the date of leaving.

PAYROLL ADJUSTMENT

You may enter amendments to the previous period pay, and processes these amendments as if it were running the previous period payrun. This can be used to cater for late starters and early leavers, or if an error has been made in the previous pay period. SDWorx-Pay updates all cumulative values, produces a payslip, and if requested, makes a payment. Note that payslips are not produced for payroll adjustments submitted in tax year-end amendment runs.

Use Pay payroll adjustment/E070 to pay the payroll adjustment and Pay current period/E071 to pay or not pay the current period’s pay. If you specify previous period reversal (using Previous period reversal/E072,it will reverse all payments made in the previous pay period.

Payroll adjustment and reversal payslips are identified with the message Payroll Adjustment on the outside of the payslip and on the heading of the Pay Journal. Payroll adjustment and reversal values are identified separately on the Amendment Report – Reconciliation Details and the Reconciliation Summary.

You can make payroll adjustments for employees who have left the company.

Note:

All payroll adjustment data must be entered only from a Payroll Adjustment screen or by using a form-type CD. Refer to Appendix E for a list of all payroll items associated with payroll adjustment.

All payroll adjustment items are costed and accounted for in the current payrun.

SETTING THE NUMBER OF PAY PERIODS

The number of pay periods used in the calculation of allowances, pension contributions and statutory and voluntary deductions can be defined at both company and employee level:

See

ALLOWANCES, for details of setting up an allowance for holidays, sick pay and unpaid leave.
DEDUCTIONS, for details of how to set up voluntary deductions for part payments.
HOLIDAYS, for how an employee’s period hours can be used in the calculation of holiday pay.
NATIONAL INSURANCE, for details of NI deductions from employees receiving payments after leaving.
RATES AND WORKED HOURS
- for hourly paid rates and the dependency on the employee’s pay frequency.
- for the use of an employee’s basic weekly hours in the calculation of Automatic Basic Hourly Rate (ABHR).
- for the payment of holiday, sick and unpaid leave for hourly paid employees.
- for the use of basic paying hours in the calculation of guaranteed salary.
TAX, for details of tax codes and tax basis used for employees receiving payments after leaving.

EMPLOYEE PAYROLL ITEMS

EMPLOYEE STATUS MARKER

E001

Use E001 to specify the employee’s or pensioners current status, whether they are a starter, transfer, leaver, or whether a payment after leaving is required.

Format

One of: A, C, I, L, M, P, R, S, T, or Z

Starter (New employment or new pensioner, and transfer to a different PAYE scheme)

S: the employee is a new starter with this payroll and PAYE scheme

Transfer starter (same PAYE scheme)

C: the employee is new to this payroll as a transfer from a different payroll which used the same PAYE reference with continuous employment (there will be no HMRC starter declaration but there is a change of payroll ID T176 that needs to be reported to HMRC)

Leaver (employment is ending)

L: the employee is leaving, and a further standard payment is to be made. The statut will be set to Z at teh end of theis periods payroll process.
Z: the employee has already left and there is no payment to be made this time.
R: to re-open an employment record that was closed in error (ie current status is Z incorrect), they had not left and are not leaving. DO NOT USE THIS to change an incorrect leave date (Data item E082) or make an additional payment after leaving (E001 A, I or P). Where a former employee who had previously left and is now rejoining, HMRC rules require a new Payroll ID – use E001S with a new employee number.

Transfer leaver

M: the employee requires one more payment and then is being transferred out to another payroll under the same PAYE reference (the employment is continuing and there is no P45 or reporting of leaver information to HMRC)
T: no further payment are to take place, the employee is being transferred out to another payroll under the same PAYE reference (the employment is continuing and there is no P45 or reporting of leaver information to HMRC).

Payment after leaving – the P45 has not yet been issued

A: the employee leave date has not been reported to HMRC (data item E110 with #) and they have not received a P45 and is to receive an additional payment this time. To issue the leave date to HMRC apply E082 and E110 with R and issue the P45).

Payment after leaving – a P45 has already been issued and leave date reported to HMRC

I: the employee has already received a P45 and is to receive an ‘irregular’ payment after leaving using tax code 0T/1 at weekly NI. No replacement P45 is permitted by HMRC.
P: the employee has already received a P45 and is to receive a ‘regular’ or a mix of ‘regular and ‘irregular’ payment after leaving using tax code 0T/1 and also using the normal period NI. No replacement P45 is permitted by HMRC.

Example

The employee has left and already been issued with their P45 and is to receive an additional regular payment using the normal NI period:

E001 P

Note:

Duplicate entry of S against E001 will display the message _{DUPLICATE NEW STARTER} on the Input Error Report.
Always use S for new employments, even if they are a returning employee that had a period of prior employment. You must not re-open an older employment record when an individual returns to a new employment with the same employer as that breaches HMRC RTI requirement and will cause issues with your employer HMRC PAYE account.
If you use S and Z for the same employee in the same pay period, this will set up the employee’s details and close the record immediately. Similarly, if you use S and L for the same employee during the same pay period, it will pay once before closing the record. In both cases, SDWorx-Pay will record the employee’s details and retain them at least until the end of the tax year.
If you use L (that is, the employee is leaving and this is the last regular payment), any values of holiday accrual balances are automatically paid (see HOLIDAYS). You may issue a P45 for the employee, using P45 request/E131.
If you use Z, employee’s details can be amended, but SDWorx-Pay will not action any data relating to payment. The message NOT DUE FOR PAYMENT is printed on the Exception Report. If yo amend data, the individual may be included in the next regular FPS submission to HMRC to notify them of any relevant changes.
If you use payment after leaving having already issued a P45 using either options P or I (the employee’s status must previously have been closed L or Z), SDWorx-Pay pays the employee and then closes the record. As required by HMRC rules, SDWorx-Pay changes the employee’s tax code to 0T (and retains any pre-existing prefix S or C) and applies the tax basis to 1 (week 1/ month 1). If you use P for a regularly paid employee with an extra regular payment, NI is deducted in the normal way. If you use I for an irregularly paid employee or any irregular payment for a regularly paid employee, NI is deducted using one weeks contributions. If you have a mixture of regular and irregular pay, then the HMRC instruction is to treat the whole payment as regular using P. Please note that HMRC do not permit the reissue of a further P45.
You may only re-open an employee’s record (E001R) if they were made a leaver in error and they have not left. Where an employee leaves and returns later after a gap or another employment elsewhere, then HMRC requires a new employment record and new Payroll ID to be applied and reported using on the RTI FPS (using E001S).
You must use S using a new employee number and not R for a former employee where someone has left and re-joined. This is required for HMRC RTI reporting rules.

INITIALS

E002

Use E002 to enter the employee’s initials.

Format

xxxx

Where xxxx are the employee’s initials (maximum of four alphabetic characters, including any embedded spaces).

Example

The employee’s name is Norman Stanley Fletcher, where Norman and Stanley are given names and Fletcher is the family name. Only the initial letters of given names should be included in E002:

E002 NS

Note:

If you enter any non-alphabetic characters, the message INVALID CHARACTER is printed on the Input Error.
The message _{NO FIRST INITIAL SET UP} on the Exception Report indicates that an initial has not been entered and that SDWorx-Pay has accepted the input to print the payslip, but has not accepted it for the end-of-year run (only if SDWorx-Pay produces end of-year returns via RTI FPS). The HMRC reject end-of-year details without initials where there is no first name present.
Reporting may also display WARNING NO INITIALS – HMRC WILL REJECT AT EOY and Warning NO FIRST INITIAL – HMRC WILL REJECT AT EOY on the Exception Report

RANK / TITLE

E003

Use E003 to enter the employee’s rank or title.

Format

xxxx or leave blank

Where xxxx is the employee’s rank or title (maximum of four alphanumeric characters).

Example

The employee’s title is Miss:

E003 Miss

Note: If the rank or title exceeds four characters, leave blank or abbreviate.

The rank is printed on the employee’s payslip.

FORENAMES

E004

Use E004 to enter the employee’s forename.

Format

xxxxxxxxxxxxxxxxxxxx or leave blank

Where xxxxxxxxxxxxxxxxxxxx is the employee’s forename, consisting of up to 50 alphabetic characters, including á é í ó ú . / & , ‘ ” Á É Í Ó Ú and any embedded spaces. Please note that HMRC do not allow accented characters to be reported on the RTI FPS and where such characters are found, they are removed from the HMRC submission to prevent rejection.

Example

The employee’s name is Norman Stanley Fletcher, where Norman and Stanley are given names and Fletcher is the family name. Only the first given name should be included in E004:

E004 Norman

Note:

SDWorx-Pay displays the employee’s forename on the employee’s Personal Record.
Lower-case letters are automatically converted to upper-case..

COST CODE

E005

Use E005 to enter the single cost code against which the employee will be charged.

Format xxxxxxxxxxxxxxxxxxxx

Where xxxxxxxxxxxxxxxxxxxx is the cost code, consisting of up to 20 alphanumeric characters.

Example

The employee is charged against cost code DEPC: E005 DEPC

Note:

The choice between alphanumeric, alphabetic or numeric characters is specified at company set-up time.
If you do not enter a cost code against E005, the employee will either not be charged against a cost code or will be charged against more than one cost code.
Use Fixed spread costing ratios/E030 ) to specify more than one cost code against which the employee’s costs will be charged (that is, ratio costing). • At company set-up time, the cost code can be specified to appear on the employee’s pay packet.

SURNAMES

E006

Use E006 to enter the employee’s surname.

Format xxxxxxxxxxxxxxxxx

Where xxxxxxxxxxxxxxxxx is the employee’s surname, up to 50 alphabetic characters, including á é í ó ú . / & , ‘ ” Á É Í Ó Ú and any embedded spaces. The first character must be alphabetic.

Example

The employee’s name is Norman Stanley Fletcher, where Norman and Stanley are given names and Fletcher is the family name. Only the family name should be included in E006:

E006 Fletcher

Note:

Lower-case letters are automatically converted into upper-case. HMRC do not permit the use of special characters such as umlauts and accented, for the RTI FPS via ElEx these characters are automatically removed from teh submission.

Alternate reference

E009

Use E009 to enter the employee’s alternate reference. This is used by some companies as a longer alternative to the employee number as a way of identifying employees. It has no effect on payroll calculations in the SDWorx-Pay processing engine.

Format 1

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Wherexxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

is the alternate reference up to 35 alphanumeric characters including [space]

Example E009 ABC123xyz987654

Format 2

DELETE

Enter DELETE to remove a pre-existing alternate reference.

Example E009 DELETE

MARITAL STATUS

E010

Use E010 to enter the employee’s marital status.

Format

Where x is any alphabetic character, or leave blank.

The common settings are:

S for standard or single
M for married (required for reduced rate NI contributions cases only)
D for Divorced
W for widowed (required for reduced rate NI contribution cases only)

Note:

SDWorx-Pay reporting displays the employee’s marital status on the Personal Record.
Leave blank if the employee’s marital status is unknown.

PREVIOUS BASIC PAY

E011

Use E011 to replace the employee’s previous basic pay, which SDWorx-Pay automatically holds against E011.

Format ppppppppppp

Where ppppppppppp is the basic pay, in pence, up to 11 numeric characters.

Example

The employee’s previous basic pay is replaced with £23000.00: E011 2300000

Note:

E011 enables you to replace the employee’s previous basic pay, which automatically updates whenever the employee’s basic pay changes.
SDWorx-Pay reporting displays the previous basic salary on the employee’s Personal Record.
Use Date of change of basic salary/E084 to replace the date at which the employee’s basic salary changes.

Passport number

E012

Use E012 to enter the employee’s passport number

Format 1

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Wherexxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

is the passport number up to 35 alphanumeric characters including [space] and any of the following special characters ./-&:;’,*()<>+=!%?

Example E012 ABC123xyz987654

Format 2

DELETE

Enter DELETE to remove a pre-existing passport number.

Example E012 DELETE

ElEx Irregular payment indicator

E013

Use E013 to indicate whether the employee is receiving an irregular payment whilst dormant

Format Y or N

where: Y means an irregular payment is being made, N means it is not.

Example E013 Y

Note:

SDWorx-Pay automatically resets this indicator to N when the employee is no longer dormant.
Use of this code is not valid for a Pensions payment payroll.

ElEx Standard hours identifier

E014

Use E014 to enter the employee’s Standard hours identifier which is stored for use on the FPS report.

Format

1 character A, B, C, D or E

Example E014 A

Note:

Use of this code is not valid for a Pensions payment payroll.
This has no effect on payroll calculations in the SDWorx-Pay processing engine.

ElEX HMRC late PAYE reporting reason and date

E015

Use E015 to enter the employee’s HMRC late PAYE reporting reason and date which are stored for reporting purposes.

Format

x/ddmmyyyy

Where x is any single character in the range A to H

Where dd is the day, mm is the month and yyyy is the year.

Example E015 D/24062021

Note:

This code is only valid for UK companies.
Both facets are required
Input is rejected if the employee payment method is T {coding note: the PA validation does not appear to be correct in this respect. Bug 229233 raised}
This has no effect on payroll calculations in the SDWorx-Pay processing engine.

RTW marker

E016

Use E008 to enter the employee’s Return To Work marker

Format

Where x is the employee’s Return to Work marker, 1 character any alphabetic or numeric character or [space]

Example E016 W

RTW reference

E017

Use E017 to enter the employee’s Return to Work reference

Format 1 xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Wherexxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

is the employee’s Return to Work reference, alphanumeric characters including [space] and any of the following special characters ./-&:;’,*()<>+=!%?”

Example E017 AAbb1234*

Format 2 DELETE

Enter DELETE to remove the RTW reference

RTW date

E018

Use E018 to enter the employee’s Return to Work date

Format ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

Example

The employee’s Return to Work date is 5th November, 2021: E080 05112021

Format 2 DELETE or 00000000

Enter DELETE or 00000000 to remove the RTW date

ADDRESS LINES 1, 2, 3, 4, 5

E021 – E025

Use E021 – E025 to enter the employee’s address (up to five lines).

Format

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX or blank

Where XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX is a line of up to 35 capital

alphanumeric characters, including full stops (.), commas (,), slash (/), hyphens (-), colons (:), semi-colons (;), opening and closing brackets, asterisks (*), apostrophes (‘) and ampersands (&).

Example

E021 Dunromin,

E022 25, Acacia Avenue,

E023 St. Stephen’s, E024 Taunton, E025 Somerset. E026 Post code Note:

The employee’s address is optional.
Specify the post code with Post code/E026; however, it will not detect an error if you enter the post code with the address.
Use E021 – E025 to amend the employee’s address.
# in column 1 clears the address line.
If the employee’s pension is being paid to a trustee, rather than directly to the beneficiary, the first line of the address should be the trustee’s name. SeeTrustee indicator/ E098. This applies to pension payrolls only.

UK POST CODE

E026

Use E026 to enter the employee’s post code if they reside in the United Kingdom.

Format xxxxxxxx Where xxxxxxxx is the postcode, consisting of up to 8 alphanumeric characters. Example E026 TA4 7RW

Note: You should not specify the post code with Address line/E021 – E025.

COUNTRY / ADDRESS LINE 7

E027

Use E027 to enter the employee’s country of residence

Format XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX or blank Where XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX is a line of up to 35 alphanumeric characters, including full stops (.), commas (,), slash (/), hyphens (-), colons (:), semi-colons (;), opening and closing brackets, asterisks (*), apostrophes (‘) and ampersands (&).

Example E027 FRANCE

Note: E027 updates the COUNTRY field and should therefore only be used for the country-level line of an address.

FIXED SPREAD COSTING RATIOS

E030

Use E030 to specify up to 9 or up to 20 (depending on input format) cost codes across which the cost of the employee will be spread.

Format 1 rr/cccccccccccccccccccc/nnnnn Where:

rr is the ratio number between 1 and 20.
cccccccccccccccccccc is the cost code, consisting of up to 20 alphanumeric characters. At company set-up time, cost codes can be divided into up to 6 facets, each of which can be used as a basis for analysing costs.
nnnnn is the value of the ratio, up to 5 numeric characters (99.999).

Example 1

The company cost codes are divided into three facets: costs centre, labour type and department. The employee has been paid £500 say, and works for two different departments DEPA and DEPB and the ratios are 3 and 2 respectively.

E030 01/CC1PERS1DEPA/3000

E030 02/CC2PERS2DEPB/2000

The ratios of 3 and 2 mean that SDWorx-Pay splits the total cost of £500 in the ratio 3 to 2 across the two departments. That is, department DEPA is charged £300 and department DEPB is charged £200.00.

Example 2

The company cost codes are divided into three facets: costs centre, labour type and department. The employee has been paid £1000 say, and works for two different departments DEPA and DEPB and the ratios are 15 and 25 respectively.

E030 01/CC1PERS1DEPA/15000

E030 02/CC2PERS2DEPB/25000

The ratios of 15 and 25 mean that SDWorx-Pay splits the total cost of £1000 in the ratio 15 to 25 across the two departments. That is, department DEPA is charged £375 and department DEPB is charged £625.

Format 2 rcccccccccccccccccccc/nnnnn Where:

r is the ratio number between 1 and 9.
cccccccccccccccccccc is the cost code, consisting of up to 20 alphanumeric characters. At company set-up time, cost codes can be divided into up to 6 facets, each of which can be used as a basis for analysing costs.
nnnnn is the value of the ratio, up to 5 numeric characters (99.999).

Example 1

E030 1CC1PERS1DEPA/3000

E030 2CC2PERS2DEPB/2000

Example 2

E030 1CC1PERS1DEPA/15000

E030 2CC2PERS2DEPB/25000

Format 3

DELETE

Which deletes all fixed spread cost codes and ratios for the employee.

Example

To delete all ratios and the associated cost codes:

E030 DELETE Note:

The difference between format 1 (up to 20 ratios) and format 2 (up to 9 ratios) is the presence of the facet delimiter ‘/’ between the ratio number and the costcode in facet 1 and it’s absence from format 2 where the ratio number and the costcode are not delimited.
Usage of format 2 (up to 9 ratios) should be avoided except where conversion from a legacy system is a concern.
You can also enter a cost code against hours worked (see RATES AND WORKED HOURS).
If the total value to be spread is insufficient to be spread across all cost codes, SDWorx-Pay ignores any zero values.
If the total value to be spread is so small that the calculations produce only zero values, SDWorx-Pay associates the total value with the last cost code processed.
If the ratios add up to 100, they are percentages.

PAY FREQUENCY

E040

Use E040 to set the individual employee’s frequency of pay.

Format

One of:

H for hourly pay, W for weekly pay, F for fortnightly pay, L for lunar pay or M for monthly pay.
Q for quarterly pay, S for six-monthly pay and A for annual pay. These are for pension companies only.
Blank, in which case the pay frequency defined at company setup time is assumed.

Example

The employee is paid on a monthly basis:

E040 M

In this example, the company-level pay frequency must be undefined or have been set to

Note:

The value set for E040 determines whether the amounts entered for basic pay, allowances (and deductions if they are set to be deducted each pay period rather than on a company calendar basis) are monthly, weekly, lunar, or fortnightly, and for pension companies whether the amounts are quarterly, six-monthly or annual.
Valid employee-level pay frequency values depend on the company pay frequency defined at company set-up time:
- For W (weekly and hourly companies), W, F, L and H are valid.
- For F (fortnightly companies), F, L and H are valid. – For L (lunar companies), L and H are valid.
- For M (monthly payrolls), M, Q, S, A or H is valid.
Valid employee-level pay frequency values also depend on the company’s number of Mondays in a pay period, set in the processing schedule at company set-up time:
- For 1 (weekly payrolls), W, F, L and H are valid.
- For 2 (fortnightly payrolls), F, H or L are valid.
- For 4 (lunar or monthly payrolls), L or H are valid.
- For 5 (monthly payrolls), M or H are valid.
Avoid mixed payrolls (for example, weekly payrolls should not have employees with E040 set to F or L). Mixed payrolls can become very complicated if there are any changes to NI legislation. The handling of mixed payroll processing becomes your responsibility.
If you enter H for hourly pay, SDWorx-Pay will expect hours to be entered (using the appropriate worked hours code, see RATES And WORKED HOURS) for calculation against a rate. If you do not enter hours, SDWorx-Pay reports the employee on the Exception Report with the message _{HOURLY PAID – NO INPUT – TREATED AS ABSENT}. See also:
- Basic period hours/E058
- Basic paying hours/E059

SEX / GENDER

E041

Use E041 to specify the employee’s sex/gender for PAYE tax purposes. It is mandatory for HMRC RTI FPS reporting purposes that a gender is reported. Under taxation law requirements, gender must be specified as either Male or Female.

Format

Either M for male or F for female.

Example

The employee is male: E041 M

Note:

SDWorx-Pay validates the value of E041 when calculating SMP payments. If you attempt to enter SMP payments when the value against E041 is M, reporting displays MALE – NOT ELIGIBLE FOR SMP on the Input Error Report

CATEGORY

E042

Use E042 to specify a category to which the employee belongs.

Format

x or leave blank

Where x is a single alphanumeric character.

Example

The employee is placed in category D:

E042 D

Note:

Category is optional.
The employee’s category can be reported on Extract reports and used for cost analysis.
SDWorx-Pay reporting displays the employee’s category on the employee’s Personal Record.
Use Class/E045 to allocate an employee to a class.

PAY METHOD

E043

Use E043 to specify how the employee is to be paid.

Format

One of:

T: credit transfer payment
C: cheque payment
L: cash payment
or leave blank.

Example

The employee receives pay by credit transfer: E043 T

Note:

If an employee is to receive payment by credit transfer, either Bank sort code/E120 and Bank account number/E121, or Building society reference number/E122 must be defined.
If you do not enter a pay method against E043, SDWOrx-Pay assumes the pay method specified at company set-up time. An employee-level pay method overrides that specified at company-level.
SDWorx-Pay allows you to pay the main part of an employee’s net pay into a bank or building society account, or by cash, or cheque. You can pay the remainder (a part payment) into the bank or building society specified for the main payment, or specify another bank or building society account. The main payment is paid in accordance with the payment method specified here with E043. The remainder must be paid through a single voluntary deduction that is defined at company set-up time as a part-payment deduction, and into an additional bank or building society account, specified at employee level.

See

Additional bank sort code/E124, Additional bank account number/ E125 and Additional building society reference number/E126. These are used to receive the part payments.

PAYGROUP

E044

Use E044 to allocate the employee to a paygroup, or change the employee’s existing paygroup.

Format

pppp or leave blank

Where pppp is a paygroup identifier consisting of up to 4 alphanumeric characters.

Example

The employee is allocated to paygroup A35:

E044 A35

The employee is allocated to paygroup 15:

E044 15

The data is applied zero filled as 0015.

Note:

Each employee is allocated to a paygroup, either by specifying the paygroup identifier or leaving blank, in which case the individual is allocated to paygroup 9999.
You can allocate an employee to a paygroup that has no associated paygroup name.
If you specify a paygroup using mixed alphanumeric characters, it cannot be named.
At company set-up time, the paygroup can be specified to appear on the outside of the payslip.
SDWorx-Pay can hold 3600 named paygroups.
To transfer an employee to another paygroup, simply enter the employee’s new paygroup identifier against E044. The employee’s cumulative totals are transferred to the new paygroup (but not the data information on a cumulative costing report). The transfer is reported on the Amendment Report, or the Reconciliation Report if in paygroup sequence.
If requested, each paygroup produces its own Amendment Report, Input Error Report, Financial Summary, Payments List, SSP Payment Report and SMP Payment Report, each containing the relevant totals of all allocated employees.
Changing paygroup identifiers can affect the sequence in which payslips are printed. • You can specify a message that is to appear on the payslips of all employees belonging to the same paygroup using Paygroup payslip message header/Y980 and Paygroup payslip message lines/Y981-984.
Use Department/E049 to allocate an employee to a department, or change the employee’s existing department.
UsePaygroup/department/E050 to allocate an employee to a paygroup and department simultaneously, or change their existing paygroup and department.

CLASS

E045

Use E045 to specify a class to which the employee belongs.

Format x or leave blank

Where x is a single alphanumeric character. Example The employee is placed in class 4:

E045 4

Note:

Class is optional.
The employee’s class can be reported on Extract reports and used for cost analysis.
The employee’s class appears on the employee’s Personal Record.
At company set-up time, the class can be specified to appear on the outside of the payslip.
Use Category/E042 to allocate an employee to a category.

DEPARTMENT

E049

Use E049 to allocate an employee to a department, or change the employee’s existing department. Format

dddd or leave blank

Where dddd is a department identifier consisting of up to 4 alphanumeric characters.

Example

The employee is allocated to department 101:

E049 101

and the data is zero filled to 0101.

Note:

Each employee must be allocated to a department, either by specifying the department identifier or leaving blank, in which case the individual is allocated to department 9999.
You can allocate an employee to a department that has not been defined at company set-up time.
If you specify a department using mixed alphanumeric characters, it cannot be titled.
At company set-up time, the department can be specified to appear on the outside of the payslip.
To transfer an employee to another department, simply enter the employee’s new department number against E049.
SDWorx-Pay can hold 3125 department identifiers.
Changing department identifiers can affect the sequence in which payslips are printed.
Use Paygroup/E044 to allocate an employee to a paygroup, or change the employee’s existing paygroup.
UsePaygroup/department/E050 to allocate an employee to a paygroup and department simultaneously, or change their existing paygroup and department.
SDWorx-Pay reporting does not perform reconciliation on departments (only paygroups).

Occupational category

E051

Use E051 to enter the employee’s Occupational category

Format xx

Where xx can only be one of “01”, “02”, or “03”

Example E051 02

Note:

This was introduced for Republic of Ireland payrolls, but there is no restriction to it’s input by reference to the fiscal authority.
This has no effect on payroll calculation.

NES classification

E052

Use E052 to enter the employee’s NES classification.

Format xx

Where xx can only be any generally available two characters

Example E052 KE

Note:

This was introduced for Republic of Ireland payrolls, but there is no restriction to it’s input by reference to the fiscal authority.
This has no effect on payroll calculations.

BASIC PERIOD HOURS

E058

Use E058 to set the basic period hours for an employee. Format 1 hhhhhhh

Where hhhhhhh is the number of hours to two decimal places, and consists of up to 7

numeric characters.

Example

The employee’s basic period hours are 37.50:

E058 3750

Format 2 hhhhhmm

Where hhhhhmm is the number of hours and minutes, and consists of up to 7 numeric characters.

Example

The employee’s basic period hours are 85 hours and 30 minutes: E058 8530 Note:

The format for hours is defined at company set-up time.
Use E058 to define the basic hours contracted by the employee to work in a period. • The employee’s basic period hours can be used in the calculation of:
- Holiday pay (see HOLIDAYS).
- Automatic Basic Hourly Rate (see RATES AND WORKED HOURS).
Minimum and maximum pension contributions for part-time employees.
Use Basic paying hours/E059 to set the employee’s basic paying hours.

BASIC PAYING HOURS

E059

Use E059 to set the number of hours for which an employee will be paid automatically.

Format hhhhhmm

Where hhhhhmm is the number of hours and minutes, and consists of up to 7 numeric characters. At set-up time this can be set to hours decimal. For example 80.5 is 80 and a half hours.

Example

If used, the employee will be paid for 80 hours and 30 minutes automatically:

E059 8030

Note:

The format for hours is defined at company set-up time.
Use E059 only for hourly paid employees.
Company set-up details specify whether the employee will receive payment for the basic paying hours (that must have already been set against E059). The payment will be held against a basic paying hours allowance (see Payment amount or percentage replacement/A010 – A900 or 0010 – 9900).
he employee eligibility indicator for the allowance must be set to automatically pay (using Allowance eligibility indicator/A016 – A916 or 0016 – 9916).
Use Basic period hours/E058 to set the employee’s basic period hours.

Days per week

E060

Use E060 to enter the employee’s Days per week

Format nnn

Where nnn is the employee’s working days per week, up to 3 numeric characters, entered as hundredths of a day. It must be no more than 700 (7 days)

Example

The employee works 5 days per week

E060 500

ADDRESS ON SALARY SLIP INDICATOR

E064

Use E064 to prevent the employee’s address from being printed on the payslip.

Format

N, Y or leave blank

N or blank prevents printing of the address, Y restores printing of the address.

Note:

The default is Y (the address can be printed).
The address cannot be suppressed on the employee’s Personal Record.

ADDRESS ON P60 INDICATOR	E065
Use E065 to prevent the employee’s address from being printed on the P60 form. Format N, Y or leave blank N or blank prevents printing of the address, Y restores printing of the address. *Note:* The default is Y (the address can be printed).The address cannot be suppressed on the employee’s Personal Record. EP60 indicator E066 Use E066 to suppress production of a paper P60 Format Y or N Where Y suppresses the paper P60, N allows a paper P60 Note: This data item is allowed for UK payrolls only
DORMANT INDICATOR	E067

Use E067 to suspend the employee’s pay for a specified number of pay periods.

Format

n or M

Where n takes one of the following values: –

1 No pay this period
2 No pay this period or the next
3 No pay this period or the next 2
4 No pay this period or the next 3
5 No pay this period or the next 4
6 No pay this period or the next 5
7 No pay this period or the next 6
8 No pay this period or the next 7
9 No pay this period or the next 8
0 Restore the employee’s pay immediately
M indicates that the employee is on maternity leave.

Example

The employee’s pay is suspended for this pay period and the next 4 pay periods: E067 5

Note:

Enter 0 against E067 to restore the employee’s pay with immediate effect.
By setting the dormant indicator to M, the employee will receive no pay until the SMP start date. This can be useful when for example, an employee has left after the qualifying week but before the SMP start date. SDWorx-Pay automatically removes the M on the SMP start date, and re-sets it when SMP payments are completed. The indicator stays set to M until you enter 0 to clear it. See STATUTORY MATERNITY PAY

PAY PAYROLL ADJUSTMENT

E070

Use E070 to specify that a payroll adjustment to the previous pay period is to be paid.

Format

Y or N

Y specifies that if the pay details of the previous pay period have been adjusted, the new amount must be paid; N specifies that they are not to be paid.

Note:

If you enter neither Y or N, SDWorx-Pay assumes N.
If payment is requested, the adjustment pay method specified by Payroll adjustment pay method/E073 may be used. If a pay method is not specified, the payment will be made using the pay method set against Pay method/E043.
SDWorx-Pay reporting prints the payroll adjustment figures in the totals shown in the Financial Summary.
If a payment is made for the previous period, SDWorx-Pay reporting displays the amount as an additional entry against the appropriate pay method, or against a payroll adjustment pay method, in part 3 of the Financial Summary.
All payroll adjustment data must be entered only from a Payroll Adjustment screen or by using a form-type CD. Refer to Appendix E for a list of all data codes associated with payroll adjustment.
Use Pay current period/E071 to pay the employee’s current period pay.
Use Previous period reversal/E072 to reverse all payments made to the employee in the previous period.
Use Payroll adjustment pay method/E073 to specify the method by which the payroll adjustment is to be paid.

PAY CURRENT PERIOD

E071

Use E071 to request or prevent payment for the current period.

Format

N specifies that payment for the current period is prevented.

Note:

If you do not make an entry, SDWorx-Pay assumes Y.
You may need to prevent payment for the current pay period in the case of a late starter or early leaver, or where an error has been made in the previous pay period.
All payroll adjustment data must be entered only from a Payroll Adjustment screen or by using a form-type CD.
Use Pay payroll adjustment/E070 to pay the employee’s previous period payroll adjustment.
Use Previous period reversal/E072 to reverse all payments made to the employee in the previous period.
Use Payroll adjustment pay method/E073 to specify the method by which the payroll adjustment is to be paid..

PREVIOUS PERIOD REVERSAL

E072

Use E072 to reverse all payments made in the previous pay period.

Format

A value of Y specifies that all payments made in the previous pay period are reversed.

Note:

If the payroll adjustment payslip is a replacement rather than an adjustment, you may need to reverse payments made in the previous pay period.
You cannot specify a reversal to take place in the first pay period of a new tax year.
A reversal affects only monetary amounts, not employee’s permanent (standing) data.
All payroll adjustment data must be entered only from a Payroll Adjustment screen or by using a form-type CD. Refer to Appendix E for a list of payroll adjustment items.
Use Pay payroll adjustment/E070 to pay the employee’s previous period payroll adjustment.
Use Pay current period/E071 to pay the employee’s current period pay.
Use Payroll adjustment pay method/E073 to specify the method by which the payroll adjustment is to be paid.

PAYROLL ADJUSTMENT PAY METHOD

E073

Payroll adjustment pay method. Use E073 to specify how the employee is to be paid payroll adjustments to the previous periods pay.

Format

One of:

T: credit transfer payment
C: cheque payment
L: cash payment •
or leave blank.

Example

The employee receives payroll adjustments paid by cheque:

E073 C

Note:

If you do not enter a pay method against E073, then the pay method specified against Pay method/E043 is assumed. If a pay method was not set against Pay method/E043, then the pay method set at company set-up time is applied.
If an employee is to receive payment by credit transfer, Bank sort code/E120 and Bank account number/E121, and/or Building society reference number/E122 must be defined.
If an account number is rejected, or one is not entered, the credit will be sent to the existing current bank sort code.
All payroll adjustment data must be entered only from a Payroll Adjustment screen or by using a form-type CD. Refer to Appendix E for a list of payroll adjustment items.
Use Pay payroll adjustment/E070 to pay the employee’s previous period payroll adjustment.
Use Pay current period/E071 to pay the employee’s current period pay.
Use Previous period reversal/E072 to reverse all payments made to the employee in the previous period.

ELEX RTI NEW WIDOW/WIDOWER

E077

Use E077 to enter the employee’s EDI new widow P16 marker

Format

Y or [SPACE]

Where Y indicates that the employee is a “new widow”, [SPACE] clears this setting.

Note:

This data item is used for ElEx RTI processing on the FPS submission to HMRC.

Retirement date

E079

Use E079 to enter the employee’s Retirement date

Format ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

Example

The employee’s date of retirement is 5th November, 2021: E079 05112021

BIRTH DATE

E080

Use E080 to enter the employee’s date of birth.

Format ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

Example

The employee’s date of birth is 5th November, 1941:

E080 05111941

Note:

SDWorx-Pay uses the date of birth to recognise employees between the ages of 16 and 60 when making Statutory Maternity Pay (SMP) calculations. Although employees outside these ages may not be eligible for SMP, SDWorx-Pay calculates and pays SMP but prints a warning on the Exception Report.
If the company has set Significant Age indicators, SDWorx-Pay uses the date of birth to notify significant birthdays on the Exception Report, the month before the employee reaches the significant age.
Enter 00000000 against E080 to clear the existing birth date..

START DATE

E081

Use E081 to enter the date on which the employee joined the company.

Format ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

Example

The employee joined the company on 1st March 2021.

E081 01032021

Note:

SDWorx-Pay uses the start date to determine the length of employment that will be used in the calculation of Statutory Maternity Pay (SMP) payments.
Enter 00000000 against E081 to clear the existing start date.
If starter’s proportional pay applies to this employee (see Suppress starter proportional pay/E094), then the start date held against E081 in the calculation of proportional starter pay is used.

LEAVING DATE

E082

Use E082 to enter the date on which the employee leaves the company.

Format ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

Example

The employee left the company on 30th August 2021.

E082 30082021

Note:

Enter this date no later than the last date of the payrun in which the employee’s record is closed. Otherwise you must enter it on the following payrun.
If an employee was made a leaver in error and their employment is re-opened (they are not a leaver) then the leaving date on the employee’s record is automatically removed. That is, you do not need to enter zeroes against E082. Do not use E001R when the leaving date is incorrect. Only use E001R if they did not leave or subsequently leave. If there is a gap between someone leaving and their returning to the same employer, you are required by HMRC to open a new employee record (E001S)
If leaver’s proportional pay applies to this employee (see Suppress leaver proportional pay/E095), then the leave date held against E082 in the calculation of proportional leaver pay is used.
If the leave date entered is incorrect, you may enter a new leaving date. Please note that once a date is reported to HMRC, this original date is required to continue to be reported on the FPS.

Date of death

E083

Use E083 to enter the employee’s Date of death

Format ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

Example

The employee’s date of death is 5th November, 2021:

E083 05112021

DATE OF CHANGE OF BASIC SALARY

E084

Use E084 to replace the date the employee’s basic salary was last changed, which is held against E084.

Format ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

Example

The date that the employee’s basic salary was last changed is replaced with 12th May, 1993:

E084 12051993

Note:

Enter 00000000 against E084 to clear the existing date.
Use Previous basic pay/E011 to replace the employee’s previous basic pay

SIGNIFICANT DATE

E085

Use E085 to enter and maintain a significant date for an employee.

Format 1 ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year. Example The employee’s significant date is 25th March,1994.

E085 25031994

Format 2 ddmm0000

Where dd is the day, mm is the month and the year consists of four zeroes.

Example The warning message is to appear on the Exception Report every year:

E085 25030000

Note:

If a significant date is set for an employee, SDWorx-Pay reporting will display the warning message SIGNIFICANT DATE DUE NEXT PERIOD – ddmmyyyy on the ExceptionReport if the date falls within the next pay period. Enter 00000000 against E085 to clear the existing date.
Significant dates can be set only for employees with a pay frequency identical to that of the company.
See Pay frequency/E040. If you enter the year as zeroes, the message SIGNIFICANT DATE DUE NEXT PERIOD – ddmm is displayed every year.

DATE LEFT PREVIOUS EMPLOYMENT

E086

Use E086 to enter the employee’s Date left previous employment

Format ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

Example

The employee’s date left previous employment is 5th November, 2021:

E086 05112021

APPRENTICESHIP START DATE

E087

The Apprenticeship dates are operated to aid validation of both National Insurance contributions letters for apprentices under 25 and for those who utilise the National Minimum Wage compliance capabilities in checking the pay rates received against the timing requirements and Apprentice NMW rate.

Use E087 to enter the employee’s Apprenticeship start date

Format 1 ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

Example

The employee’s Apprenticeship start date is 5th November, 2021:

E087 05112021

Format 2

00000000

Use 00000000 to clear the apprenticeship start date

APPRENTICESHIP END DATE

E088

Use E088 to enter the employee’s Apprenticeship end date

Format 1

ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

Example

The employee’s Apprenticeship end date is 5th November, 2021:

E088 05112021

Format 2

00000000

Use 00000000 to clear the Apprenticeship end date

Note: The apprenticeship end date is validated to be not less than the apprenticeship start end date entered on E087

VETERANS NI END DATE

E089

Employer who take on a Veteran within one year of leaving the services can benefit from an employer National Insurance Contribution holiday for one year from the start of that employment. The date is transferable to another employment within that first year.

Use E089 to enter the Veterans NI end date

Format 1

ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

Example

The employee’s Veterans NI end date is 6th April 2023:

E089 06042023

Format 2

00000000

Use 00000000 to clear the veterans NI end date

REASON FOR LEAVING

E090

Use E090 to enter the employee’s reason for leaving

Format

D or R or [SPACE]

Where xxxxxxxxxxxxxxxxx is the employee’s something, up to 17 alphanumeric characters, including apostrophes (‘), hyphens (-), full stops (.) or spaces. The first character must be alphabetic.

Example

The employee’s reason for leaving is set to D

E090 D

FREEPORT NI END DATE

E091

Employer who operate within a Freeport tax area and take on a new employee may benefit from an employer National Insurance Contribution reduction for three years from the start of that employment.

Use E091 to enter the employee’s Apprenticeship start date

Format 1

ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

Example

The employee’s Veterans NI end date is 6th April 2025:

E089 06042025

Format 2

00000000

Use 00000000 to clear the veterans NI end date

SUPPRESS STARTER PROPORTIONAL PAY

E094

.Use E094 to specify that the employee is not to be subject to starter proportional pay.

Format

Y or N

Where:

Y specifies that the employee will not be subject to automatic starter proportional pay and allowance calculations.
N specifies that the employee will be subject to automatic starter proportional pay and allowance calculations.

Note:

You can adjust basic pay and allowances to provide proportional pay for employees who either start or leave between the start and end of a pay period. At company set-up time, SDWorx-Pay can be set to calculate proportional pay for either or both starters and leavers, which particular method should be used, and which allowances are to be included in the calculations.
The start date for the employee (see Start date/E081) must be in the current period or previous period. If not, SDWorx-Pay reporting displays STARTER PROPORTION NOT CALCULATED – DATE OUT OF RANGE on the Exception Report.
If you enter Y to suppress proportional pay for a starter, the employee status marker must be S. If it is, and the start date is valid, SDWorx-Pay reporting displays_{STARTER PAY NOT CALCULATED – EMPLOYEE SUPPRESSED} on the Exception Report.
Starter proportional pay is available only for employees with the same pay frequency as that defined for the company. See Pay frequency/E040.

SUPPRESS LEAVER PROPORTIONAL PAY

E095

Use E095 to specify that the employee is not to be subject to leaver proportional pay.

Format

Y or N

Where:

Y specifies that the employee will not be subject to automatic leaver proportional pay and allowance calculations.
N specifies that the employee will be subject to automatic leaver proportional pay and allowance calculations.

Note:

You can adjust basic pay and allowances to provide proportional pay for employees who either start or leave between the start and end of a pay period. At company set-up time, SDWorx-Pay can be set to calculate proportional pay for either or both starters and leavers, which particular method should be used, and which allowances are to be included in the calculations.
The leave date for the employee (see Leaving date/E082) must be in the current period. If not, SDWorx-Pay displays LEAVER PROPORTION NOT CALCULATED – DATE OUT OF RANGE.
If you enter Y to suppress proportional pay for a leaver, the employee status marker must be L. If it is, and the leave date is valid, SDWorx-Pay reporting displays _{LEAVER PAY NOT CALCULATED – EMPLOYEE SUPPRESSED} on the Exception Report.
Leaver proportional pay is available only for employees with the same pay frequency as that defined for the company. See Pay frequency/E040

PENSION PAYSLIP INDICATOR

E096

Use E096 to identify those pension beneficiaries who require a payslip.

Format

n or leave blank

Where n is one of:

1 : Always produce a payslip for the beneficiary.
2 : Produce a payslip if a selected significant data code is used in the payrun.
3 : Prevent a payslip from being printed for the beneficiary.

Example

A payslip is always produced for the beneficiary:

E096 1

Note:

If you leave the field blank, SDWorx-Pay assumes a value 2. That is, a payslip is produced if a selected significant data code is used in the payrun.
Significant data codes are defined at company set-up time and may be different to the significant data codes that are used to print a Personal Record (seePersonal Record Request/E063).
See Pension postal zone indicator/E097 to identify those pension beneficiaries whose payslips require special attention.
See Trustee indicator/E098 to identify those employees for whom a pension is being paid direct to the beneficiary or to a trustee

PENSION POSTAL ZONE INDICATOR

E097

Use E097 to identify those pension beneficiaries whose payslips require special attention.

Format

n or leave blank Where n is one of:

0 : The payslip is to be returned for special attention; for example, to receive an enclosure.
1 : The payslip is to be sent to an inland address.
2 : The payslip is to be sent to an overseas address.

Example

A payslip is to be returned for special attention.

E097 0

Note:

If you leave the field blank, a value 1 is assumed.
The information is used to produce a Postage Report. This report identifies the total number of payslips and the number which require posting overseas, or require special handling.
See Pension payslip indicator/E096 to identify those pension beneficiaries who require a payslip.
See Trustee indicator/E098 to identify those employees for whom a pension is being paid direct to the beneficiary or to a trustee.

TRUSTEE INDICATOR

E098

Use E098 to identify those employees for whom a pension is being paid direct to the beneficiary or to a trustee.

Format n

Where n is one of:

1 : Pension is paid directly to a trustee.
2 : Pension is paid directly to the beneficiary.

Example

The pension is to be paid directly to the beneficiary:

E098 2

Note:

If you leave the field blank, a value 2 is assumed. That is, the pension is paid directly to the beneficiary.
If the benefit is to be paid to a trustee, ensure that the trustee’s name is entered as the first line of the address on the beneficiary’s record (E021).
See Pension payslip indicator/E096 to identify those pension beneficiaries who require a payslip.
See Pension postal zone indicator/E097 to identify those pension beneficiaries whose payslips require special attention

Suppress point in time calculation

E099

Use E099 to suppress point in time calculations (Pay change) for this employee.

Format

Y or N

Where:

Y specifies that the employee will not have changes to pay proportioned mid-period according to any effective date entered with the pay element.
N specifies that the employee will have mid-period pay change processed according to company settings

Note:

E099 is only valid for payrolls that have Pay Change enabled at company setup.

RTI ElEx New Starter Status

E105

Use E105 to enter the employee’s RTI New Starter status

Format

R or P or #

Where:

R is an instruction to release the new starter information for an employee or director
P is an instruction to release the new starter information for a pensioner
# is an instruction to not report this individual as a new starter

Note:

E105 is related to RTI ElEx processing and must be switched on within the payroll and PAYE scheme configuration.
If RTI ElEx is in use, E105 will be rejected for an employee who has left, unless they started in the same period.

RTI ElEx P45 leaver status

E110

Use E110 to enter the employee’s EDI P45 leaver status

Format R or #

Where

R indicates that the leaver information is to be sent to HMRC, and
# indicates that the leaver information is not to be sent to HMRC

Example E110 #

RTI ElEx FPS inclusion

E115

Use E115 to ensure that an individual is included in the next regular FPS submission

Format Y

Where Y is specifying that the individual is to be reported on the next regular FPS submission (except if the tax basis T010 is set to X – exclude)

Example E115 Y

BANK SORT CODE

E120

Use E120 to enter the employee’s bank sort code. Format 1 nnnnnn

Where nnnnnn are six numeric characters identifying the bank branch.

Example

E120 237894

Note:

If the employee is to receive payment by credit transfer (that is, Pay method/E043 is set to T, you must enter the sort code of the designated branch against E120, and the employee’s account number against Bank account number/ E121. However, if you do not enter an account number, SDWorx-Pay will send the credit to the branch identified by the sort code, who may attempt to manually allocate the credit.
If the sort code entered is not numeric, SDWorx-Pay reporting displays _{INVALID BANK SORT CODE} on the Input Error Report.
If you do not enter a sort code:
- For weekly companies, the payment method is changed to cheque.
- For monthly companies, the payment method is changed to cheque.
Use Building society reference number/E122 if the employee is to be paid into a building society account, and Additional building society reference number/E126 if the employee is to receive part payments through a building society.
Use Additional bank sort code/E124 and Additional bank account number/E125 if the employee is receiving part payments through a bank.

BANK ACCOUNT NUMBER

E121

Use E121 to enter the employee’s bank account number.

Format nnnnnnnnnn

Where nnnnnnnnnn is a bank account number consisting of 8 to 10 numeric characters. If the account number is 10 characters long, the first two must be 01 or 02.

Example 1

The employee’s bank account number is 0124567892:

E121 0124567892

Example 2

The employee’s bank account number is 43287654: E121 43287654

Note:

SDWorx-Pay requires an employee’s account number and bank sort code (or a building society reference number) to make a payment by credit transfer via BACS (that is, if the value of Pay method/E043 is T).
If the account number entered is invalid, SDWorx-Pay reporting displays INVALID BANK ACCOUNT NUMBER on the Input Error Report.
If the bank account number is less than 8 numeric characters, prefix the number with sufficient zeroes to make it 8 numeric characters.
If an account number is rejected, or one is not entered, the credit is sent to the branch identified by Bank sort code/E120, who may attempt to manually allocate the credit before returning it to the originator.
Use Building society reference number/E122 to enter an employee’s building society reference number.
See also Additional bank sort code/E124, Additional bank account number/E125 and Additional building society reference number/ E126. These can be used to receive part payments.

BUILDING SOCIETY REFERENCE NUMBER

E122

Use E122 to enter the employee’s building society reference number.

Format xxxxxxxxxxxxxxxxx

Where xxxxxxxxxxxxxxxxx is the reference number, consisting of up to 17 alphanumeric characters, including the solidus (/), hyphen (–), full stop (.) and space characters.

Example

The employee’s building society reference number is N1234-6/74AB C:

E122 N1234-6/74AB C

Note:

SDWorx-Pay requires an employee’s building society reference number (or bank sort code, or bank sort code and bank account number) to make a payment by credit transfer via BACS (that is, if the value of Pay method/E043 is T).
If a reference number is rejected, SDWorx-Pay reporting displays the message INVALID BSOC REF NO on the Input Error Report. For:
- weekly companies, the payment method is changed to cheque.
- monthly companies, the payment method is changed to cheque.
Use Bank sort code/E120 and Bank account number/E121 to enter an employee’s bank details.
See also Additional bank sort code/E124, Additional bank account number/E125 and Additional building society reference number/ E126. These can be used to receive part payments.
To delete the Building Society Reference Number, enter E122 followed by 17 zeros.

ADDITIONAL BANK SORT CODE

E124

Use E124 to enter a bank sort code to receive an employee’s part payment. Format 1 nnnnnn

Where nnnnnn are six numeric characters identifying the bank branch.

Example

The sort code of the bank branch to receive the employee’s part payment is 031824:

E124 031824

Format 2

000000

Enter 000000 to clear the existing bank sort code for part payments.

Note:

SDWorx-Pay requires a bank sort code and account number (and optional building society reference number) to make part payments (which are automatically made by credit transfer). If you do not enter additional banking details, the bank or building society details specified for the main payment will be used.
If the sort code entered is not numeric, SDWorx-Pay reporting displays _{INVALID BANK SORT CODE} on the Input Error Report.
Use Additional bank account number/E125 to enter the employee’s additional bank account number to receive the part payment.
Use Additional building society reference number/E126 to enter the employee’s additional building society reference number to receive the part payment.
Use Bank sort code/E120 to enter the bank sort code for the employee’s main payment.

ADDITIONAL BANK ACCOUNT NUMBER

E125

Use E125 to enter a bank account number to receive part payments.

Format nnnnnnnnnn

Where nnnnnnnnnn is a bank account number consisting of 8 to 10 numeric characters. If the account number is 10 characters long, the first two must be 01 or 02.

Example 1

The employee’s bank account number to receive part payments is 0154214578:

E125 0154214578

Example 2

The employee’s bank account number to receive part payments is 43345654: E125 43345654

Note:

SDWorx-Pay requires an employee’s bank sort code and account number (or a building society reference number) to make part payments (which are automatically made by credit transfer). If you do not enter additional banking details, the bank or building society details specified for the main payment will be used.
If an account number is rejected, or one is not entered, SDWorx-Pay will send the credit to the branch identified by Additional bank sort code/E124, who may attempt to manually allocate the credit before returning it to the originator.
If the account number entered is invalid, SDWorx-Pay reporting displays INVALID BANK ACCOUNT NUMBER on the Input Error Report.
If the bank account number is less than 8 numeric characters, prefix the number with sufficient zeroes to make it 8 numeric characters.
Use Additional bank sort code/E125 to enter the employee’s additional bank sort code to receive the part payment.
Use Additional building society reference number/E126 to enter the employee’s additional building society reference number to receive the part payment

ADDITIONAL BUILDING SOCIETY REFERENCE NUMBER

E126

Use E126 to enter a building society reference number to receive part payments.

Format xxxxxxxxxxxxxxxxx

Where xxxxxxxxxxxxxxxxx is the reference number, consisting of up to 17 alphanumeric characters, including the solidus (/), hyphen (–), period (.) and space characters.

Example

The employee’s building society reference number is N42391234-5/98 A:

E126 N42391234-5/98 A

Note:

SDWorx-Pay requires a building society reference number (or bank sort code, or bank sort code and account number to make part payments (which are automatically made by credit transfer). If you do not enter additional banking details, the bank or building society details specified for the main payment will be used.
If a reference number is rejected, SDWorx-Pay reporting displays the message INVALID BSOC REF NO on the Input Error Report, and the payment is made using the building society details specified for the main payment.
Use Building society reference number/E122 to enter the employee’s building society reference number to receive the employee’s main payment.
Building society payments can be credited later than bank account payments.

PAY ADVICE STATIONERY

E127

Use E127 to specify the type of pay advice stationery.

Format n

Where n is one of:

1: un-enveloped payslip.
2: enveloped laser payslip.
3: paypacket.

or leave blank.

Example

The employee’s pay advice is enveloped laser payslip, overriding the company-level setting: E127 2

Note:

The type of pay advice will have been defined at company set-up time. If you leave E127 blank, then the company-level setting is assumed.
Use Pay advice number of copies/E128 to specify the number of copies of pay advice required for the employee.

PAY ADVICE NUMBER OF COPIES

E128

Use E128 to specify the number of copies of the employee’s pay advice required.

Format n

Where n is the number of copies required (between 0 and 9), or leave blank. (Amendment – the official guide says “additional copies” – this is incorrect. The number is the actual number of copies)

Example

Two copies of this employee’s pay advice are required, overriding the company-level setting:

E128 2

Note:

The number of copies of pay advices will have been defined at company set-up time. If you leave E128 blank, SDWorx-Pay assumes the company-level setting.
Use Pay advice stationery/E127 to specify the type of pay advice stationery required for the employee.

P45 REQUEST

E131

Use E131 to process and print the employee’s P45.

Format Y or N

Note:

If SDWorx-Pay is set to allow P45s to be printed, use E131 to request a P45 when the employee leaves.
There exists a company-level option which will produce a P45 for all leavers automatically without needing to enter E131
A updated replacement P45 is not allowed to be re-issued to an employee. Using the facilities for payment after leaving and issued of P45 E001 I or P confirms that no further P45 is required (and is not allowed). If the P45 has not been issued, then an employer must not use E001 I or P.

SUPPRESS AUTOMATIC BASIC HOURLY RATE (ABHR) 1

E132

When the ABHR calculation is used by a company, SDWorx-Pay calculates the hourly rate or rates for all employees on every payrun. This will ensure that any changes input in the payrun are applied to the ABHR calculation.

If a company wishes to exclude employees from ABHR calculation number 1, enter data code E132 followed by Y.

If E132 followed by Y is entered for an employee, SDWorx-Pay will not perform the first of the 5 possible ABHR calculations for the employee. The company must enter the hourly rate for the employee. If an ABHR is already on file for the employee when E132 followed by Y is entered and the company do not enter a new hourly rate, then the rate which is already on file will be used in any calculations.

To set off the option and allow this ABHR calculation for the employee, enter E132 followed by ‘N’. ABHR calculation 1 will be performed for the employee in the same payrun as E132 N is entered.

Suppress Automatic Basic Hourly Rate (ABHR) 2

E133

If a company wishes to exclude employees from ABHR calculation number 2, enter data code E133 followed by Y.

If E133 followed by Y is entered for an employee, SDWorx-Pay will not perform the second of the 5 possible ABHR calculations for the employee. The company must enter the hourly rate for the employee. If an ABHR is already on file for the employee when E133 followed by Y is entered and the company do not enter a new hourly rate, SDWorx-Pay will use the rate which is already on file in any calculations.

To set off the option and allow this ABHR calculation for the employee, enter E133 followed by ‘N’. ABHR calculation 2 will be performed for the employee in the same payrun as E133 N is entered.

Suppress Automatic Basic Hourly Rate (ABHR) 3

E134

If a company wishes to exclude employees from ABHR calculation number 3, enter data code E134 followed by Y.

If E134 followed by Y is entered for an employee, SDWorx-Pay will not perform the third of the 5 possible ABHR calculations for the employee. The company must enter the hourly rate for the employee. If an ABHR is already on file for the employee when E134 followed by Y is entered and the company do not enter a new hourly rate, then the rate which is already on file will be used in any calculations.

To set off the option and allow this ABHR calculation for the employee, enter E134 followed by ‘N’. ABHR calculation 3 will be performed for the employee in the same payrun as E134 N is entered.

Suppress Automatic Basic Hourly Rate (ABHR) 4

E135

If a company wishes to exclude employees from ABHR calculation number 4, enter data code E135 followed by Y.

If E135 followed by Y is entered for an employee, SDWorx-Pay will not perform the fourth of the 5 possible ABHR calculations for the employee. The company must enter the hourly rate for the employee. If an ABHR is already on file for the employee when E135 followed by Y is entered and the company do not enter a new hourly rate, then the rate which is already on file will be used in any calculations.

To set off the option and allow this ABHR calculation for the employee, enter E135 followed by ‘N’. ABHR calculation 4 will be performed for the employee in the same payrun as E135 N is entered.

Suppress Automatic Basic Hourly Rate (ABHR) 5

E136

If a company wishes to exclude employees from ABHR calculation number 5, enter data code E136 followed by Y.

If E136 followed by Y is entered for an employee, SDWorx-Pay will not perform the fifth of the 5 possible ABHR calculations for the employee. The company must enter the hourly rate for the employee. If an ABHR is already on file for the employee when E136 followed by Y is entered and the company do not enter a new hourly rate, then the rate which is already on file will be used in any calculations.

To set off the option and allow this ABHR calculation for the employee, enter E136 followed by ‘N’. ABHR calculation 5 will be performed for the employee in the same payrun as E136 N is entered.

ONS basic pay option

E140

SDWorx-Pay offers capability for calculation of vales based on the Office for National Statistics (ONS) definition of time worked and pay (including bonus).

This statistical essential data can be used for various calculation preparations to enable analysis and reporting to the ONS ASHE report, Gender Pay Gap reporting, CEO threshold ratio reporting and potentially in future additional statistical reporting such as ethnicity etc.

Use E140 to indicate that the ONS data accumulation of hours is to include basic hours (E058).

Format Y or N

ONS exemption indicator

E141

Use E141 to set the employee to be exempt from ONS statistical reporting.

Format Y or N

Pay brought forward underpayment permanent option

E150

This datacode is for minimum wage related pay processing.

Use E150 to enter the employee’s Pay brought forward underpayment permanent option.

If this option is set to Y, the facility will credit the employee with any carried forward underpayment amount to the nominated top-up allowance (or allowance 001 if none is nominated). This option remains set until it is changed by further user-entry of E150.

Format Y or N

Example E150 Y

Pay brought forward underpayment this time

E151

Use E151 to enter the employee’s Pay brought forward underpayment this time

This datacode is for minimum age related pay processing.

If this option is set to Y, SDWorx-Pay will credit the employee with any carried forward underpayment amount to the nominated top-up allowance (or allowance 001 if none is nominated). This option remains set for this pay period only and therefore temporarily overrides and permanent setting entered on E150.

Format Y or N

Example: for this period only, pay the employee a top-up amount (if required) to the nominated allowance

E151 Y

Minimum pay basic hours option

E152

Use E152 to cause the employees basic hours this-time to be included as hours worked for minimum pay purposes.

If this option is set to Y, SDWorx-Pay will include basic hours into the accumulator for the number of hours worked this period.

Format Y or N

Minimum pay exemption

E153

For users of the Minimum Wage compliance capability, not all individuals fall under minimum wage monitoring requirements. The exceptions can be identified so that breaches are neither checked nor reported.

Use E153 to enter the employee’s Minimum pay exemption

This datacode is for minimum age related pay processing.

If E153 is set to any value other than [SPACE] then the employee is excluded from minimum age related pay processing.

Format a single character from the following allowed values:

‘A’,’D’,’E’,’F’,’G’,’H’,’J’,’N’,’O’,’P’,’R’,’S’,’T’,’U’,’V’,’Y’ or [SPACE]

(needs more detail – don’t know what each of the letters signify)

School leaving age date

E154

Use E154 to enter the employee’s school leaving age date.

This datacode is for minimum age related pay processing.

Format 1

ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

Example

The employee’s school leaving age date is 5th November, 2021:

E086 05112021

Format 2

00000000

Use 00000000 to clear the school leaving age date

(there is no obvious use for this date. Reporting only?)

Continuous service date for OMP

E180

Use E180 to enter the employee’s continuous service date for OMP (Occupational Maternity Pay).

Format ddmmyyyy

Where dd is the day, mm is the month and yyyy is the year.

A date of ‘00000000’ will clear the field. Otherwise, the value must be a valid date.

Example the employee’s OMP continuous service date is to be set to is 10th May, 2022

E180 10052021

{there is no CentrePay version of this}

OMP exclusion

E181

Use E181 to enter the employee’s OMP (Occupational Maternity Pay) exclusion indicator.

Format Y or N

If this option is set to Y, it will exclude the employee from OMP processing.

Example E181 Y

{there is no CentrePay version of this}

OMP scheme number

E182

Use E182 to enter the employee’s OMP scheme number

Format nn

Where nn is the OMP scheme number, 2 numeric digits from 00 to 99

Example E182 42

{there is no CentrePay version of this}

GUARANTEED PAYMENT INDICATOR

E200

Use E200 to indicate that the employee is to receive a guaranteed payment.

Format

Y or N, where:

Y specifies that the employee is to receive a guaranteed payment.
N specifies that the employee is not to receive a guaranteed payment. Note:
This indicator is used for both guaranteed salary payments and guaranteed rate payments.
If the employee is to receive a guaranteed salary, SDWorx-Pay compares the calculated earnings with the guaranteed salary. If the calculated earnings are less, the employee will additionally receive the difference between the calculated amount and the guaranteed amount as an allowance specified at company set-up time as the guaranteed makeup allowance (allowance 19). See RATES AND WORKED HOURS and ALLOWANCES.
If the employee is to receive a guaranteed rate payment, SDWorx-Pay compares the calculated earnings with the hours worked multiplied by a guaranteed rate. If the calculated earnings are less, the employee will additionally receive the difference as an allowance specified at company set-up time as the guaranteed make-up allowance (allowance 19)

Automatic enrolment sacrifice override

E210

Use E210 to enter the employee’s automatic enrolment sacrifice override indicator.

Format Y or N, where:

Example

E210 Y

E-mail primary characters 1 to 50

E211

Use E211 to enter characters 1 to 50 of the employee’s primary e-mail address.

Format 1

Up to 50 characters of any type

Format 2

DELETE

The text DELETE is a special case and will cause the field containing ALL characters 1 of the e-mail address to be initialised to spaces. Thus E211 DELETE will also delete anything initially set by E212

Note:

If you are also using E212 to complete an e-mail address, it is not necessary to fully populate all 50 available characters in E211 – the contents of E212 will immediately follow the last non-space character of E211

E-mail primary characters 51 to 100

E212

Use E212 to enter characters 51 to 100 of the employee’s primary e-mail address.

Format

Up to 50 characters of any type

Note:

If you are also using E212 to complete an e-mail address, it is not necessary to fully populate all 50 available characters in E211 – the contents of E212 will immediately follow the last non-space character of E211
To delete the e-mail address, use E211 DELETE. (E212 DELETE will be interpreted only as the text DELETE not as a special case – if E211 DELETE and E212 DELETE are both entered the result will be an e-mail address containing the text DELETE)

{there is no CentrePay version of this}

BIC bank number

E220

Use E220 to enter the employee’s BIC (Bank Identifier Code) bank number

Format xxxxxxxxxxx

Wherexxxxxxxxxxx is the employee’s BIC from 8 to 11 characters following the standard validation for BIC numbers.

This is valid for Republic of Ireland companies only.

If E220 is entered without an E221 PayrollActive will report an error.

Note:

SDWorx-Pay stores the date on which any of the data codes in the range E220 to E223 have been entered or most recently updated. This is the item effective date if present or the system date.

{there is no CentrePay version of this. This is analogous to the UK Sort Code}

IBAN bank number

E221

Use E221 to enter the employee’s IBAN (International Bank Account Number)

Format xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Where xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx is the employee’s IBAN, from 14 to 34 alphanumeric characters (of which the first 2 must be alphabetic) following the standard validation for IBAN numbers.

This is valid for Republic of Ireland companies only.

If E221 is entered without an E220 PayrollActive will report an error.

Note:

SDWorx-Pay stores the date on which any of the data codes in the range E220 to E223 have been entered or most recently updated. This is the item effective date if present or the system date.

{there is no CentrePay version of this. This is an alternative to a bank account number but is used for international payments.}

Employee bank account name

E222

Use E222 to enter the employee’s Employee bank account name

Format xxxxxxxxxxxxxxxxxxxx

Wherexxxxxxxxxxxxxxxxxxxx is the employee’s bank account name, up to 20 characters of any type.

Example

E222 Norman S. Fletcher

Note:

SDWorx-Pay stores the date on which any of the data codes in the range E220 to E223 have been entered or most recently updated. This is the item effective date if present or the system date.

Employee EFT reference

E223

Use E223 to enter the employee’s Employee EFT (Electronic Funds Transfer) reference

Format xxxxxxxxxxxxxxxxxxxx

Wherexxxxxxxxxxxxxxxxxxxx is the employee’s EFT reference, up to 20 characters of any type.

Example

E223 A Reference 1234

Note:

SDWorx-Pay stores the date on which any of the data codes in the range E220 to E223 have been entered or most recently updated. This is the item effective date if present or the system date.

Off payroll worker indicator

E350

Deemed employees, off-payroll workers, and others that may be referred to as IR35 need to be reported to HMRC on the FPS from 6th April 2021.

Use E350 to enter the employee’s Off payroll worker indicator from 6th April 2021.

Format Y or N, where:

Y – the off payroll marker is set to Y, national minimum wage (this time) exception is set to Y, Gender pay gap reporting exception (this time) is set to Y, pension auto enrolment exemption is set on (additionally, dates related to pensions auto enrolment are initialised)
N or [SPACE] – the off payroll marker is set to N.

This is valid for UK payrolls only.

It is not valid for a pensions payment company.

Example

E350 Y

{entering N will set the off payroll marker to N, but will not undo the other changes done by entering E350 Y. These other changes are this-time fields, but nonetheless, using E350 N in the same period as E350 Y to correct an earlier error may not give desired results and rather the removal of the E350 Y may be better)}

OVERRIDE NUMBER OF PAY PERIODS AND ADVANCE TAX PERIOD

E800

Use E800 to override the number of pay periods used in the calculation of all permanent allowances and deductions, and specify that the tax period is to be advanced.

Format n

Where n is the number of pay periods to be used, up to9.

Example

The employee’s allowances and deductions are calculated on the basis of 2 pay periods and the tax period is advanced:

E800 2

Note:

At employee level, you can specify that SDWorx-Pay is to increment pensions, allowances and statutory and voluntary deductions for a different number of pay periods than defined at company set-up time. You can also specify that the tax period is or is not to be advanced.
At company set-up time, each allowance, deduction and pension can be specified as being allowed or not allowed to be paid or deducted for additional pay periods.

OVERRIDE NUMBER OF PAY PERIODS AND NOT ADVANCE TAX PERIOD

E801

Use E801 to override the number of pay periods used in the calculation of all permanent allowances and deductions, and specify that the tax period is not to be advanced.

Format n

Where n is the number of pay periods to be used, up to 9.

Example

The employee’s allowances and deductions are calculated on the basis of 3 pay periods. The tax period is not advanced.

E801 3

Note:

At employee level, you can specify that SDWorx-Pay is to increment pensions, allowances and statutory and voluntary deductions for a different number of pay periods than defined at company set-up time. You can also specify that the tax period is or is not to be advanced.
At company set-up time, each allowance, deduction and pension can be specified as being allowed or not allowed to be paid or deducted for additional pay periods.

OVERRIDE NUMBER OF PAY PERIODS FOR ALLOWANCE ADJUSTMENTS ONLY

E802

Use E802 to override the number of pay periods used in the calculation of allowance adjustments only, and to advance the tax period. Charity deductions will be taken, but only adjustments to allowances will be paid, together with SMP or SSP payments.

Format n

Where n is the number of pay periods, from zero up to 9.

Example

The employee’s allowance adjustments made this payrun only, any SMP or SSP payments and any charity deductions, are calculated on the basis of 2 pay periods, and the tax period is advanced.

E802 2

Note:

At employee level, you can specify that SDWorx-Pay is to increment allowance adjustments, SMP or SSP payments, and charity deductions, for a different number of pay periods than defined at company set-up time. The tax period is automatically advanced.
At company set-up time, each allowance, deduction and pension can be specified as being allowed or not allowed to be paid or deducted for additional pay periods.

OVERRIDE NO. OF PAY PERIODS FOR STATUTORY DEDUCTIONS AND ADVANCE TAX PERIOD

E810

Use E810 to override the number of pay periods used in the calculation of statutory deductions, and to advance the tax period.

Format n

Where n is the number of pay periods, from zero up to 9.

Example

The employee’s statutory deductions (NI, tax and court orders) are calculated on the basis of 5 pay periods, and the tax period is advanced. E810 5

Note:

At employee level, you can specify that SDWorx-Pay is to increment pensions, allowances and statutory and voluntary deductions for a different number of pay periods than defined at company set-up time. You can also specify that the tax period is or is not to be advanced.
At company set-up time, each allowance, deduction and pension can be specified as being allowed or not allowed to be paid or deducted for additional pay periods.

OVERRIDE NUMBER OF PAY PERIODS FOR STATUTORY DEDUCTIONS AND NOT ADVANCE TAX PERIOD

E811

Use E811 to override the number of pay periods used in the calculation of statutory deductions, and not advance the tax period.

Format

Where n is the number of pay periods, up to 9.

Example

The employee’s statutory deductions (NI and court orders) are calculated on the basis of 2 pay periods. Tax is not affected unless the tax period is advanced.

E811 2

Note:

At employee level, you can specify that SDWorx-Pay is to increment pensions, allowances and statutory and voluntary deductions for a different number of pay periods than defined at company set-up time. You can also specify that the tax period is or is not to be advanced.
At company set-up time, each allowance, deduction and pension can be specified as being allowed or not allowed to be paid or deducted for additional pay periods

OVERRIDE NUMBER OF PAY PERIODS FOR ALLOWANCES

E820

Use E820 to override the number of pay periods over which the employee’s permanent allowances are calculated.

Format n

Where n is the number of pay periods, from zero up to 9.

Example

The employee’s allowance calculations are based on 2 pay periods:

E820 2

Note:

The number of pay periods over which allowances are calculated is set at company setup time or payroll authorisation time.
At company set-up time, each allowance, deduction and pension can be specified as being allowed or not allowed to be paid or deducted for additional pay periods.

OVERRIDE NUMBER OF PAY PERIODS FOR DEDUCTIONS

E830

Use E830 to override the number of pay periods over which the employee’s voluntary deductions are calculated.

Format n

Where n is the number of pay periods, up to 9.

Example

The employee’s voluntary deduction calculations are based on 4 pay periods:

E830 4

Note:

The number of pay periods over which deductions are calculated is set at company setup time.
At company set-up time, each allowance, deduction and pension can be specified as being allowed or not allowed to be paid or deducted for additional pay periods.

OVERRIDE NUMBER OF PAY PERIODS FOR HOLIDAY ACCRUAL

E840

Use E840 to override the number of pay periods over which the employee’s holiday accrual is calculated (for accrual methods 2 and 3 only).

Format n

Where n is the number of pay periods, from zero up to 9.

Example

The employee’s holiday accrual calculations are based on 3 pay periods: E840 3

Note:

The number of pay periods over which the average holiday rate or gross is calculated is set at company set-up time.
Use E840 only for holiday accrual that has been calculated using methods 2 or 3 (refer to HOLIDAYS). The other accrual methods are based on this-time amounts.

SICK DAYS TAKEN

E910

Use E910 to replace the accumulated number of sick days taken by the employee.

Format nnnnn

Where nnnnn is the accumulated number of sick days taken, up to 5 numeric characters.

Example

The number of sick days taken by the employee is changed to 15:

E910 1500

Note:

A sick pay allowance and associated sick pay rate must have been defined at company set-up time (see ALLOWANCE). If any sick days have been taken before the sick pay allowance and rate have been defined, then use E910 to enter these days.
If the total number of sick days (taking into account those entered against E910) is less than or equal to the employee’s entitlement, the number of days is multiplied by the sick pay rate. The resulting sick pay is shown as being paid against the sick pay allowance, and subtracted from basic pay.

If the total number of sick days taken exceeds the entitlement, up to the entitlement will be paid as sick pay, with the remaining days multiplied by the rate associated with the unpaid leave allowance, and shown as unpaid leave. If an unpaid leave allowance has not been defined at company set-up time, SDWorx-Pay reporting discplays ENTITLEMENT EXCEEDED on the Exception Report.

Use Sick days entitlement/E911 to set the number of sick days that this employee is entitled to.
See Holiday and Sick Pay Entitlement List, which lists each employee’s sick pay entitlement, sick days taken and unpaid leave taken

Version 4.0.1, June 2021

SICK DAYS ENTITLED

E911

Use E911 to enter the employee’s sick days entitlement.

Format nnnnn

Where nnnnn is the sick days entitlement, up to 5 numeric characters.

Example

The employee’s sick days entitlement is 25.5 days:

E911 2550

Note:

You must enter the employee’s sick days entitlement. Enter 0 to specify no entitlement.
If the total number of sick days taken is less than or equal to the employee’s entitlement, the number of days is multiplied by the sick pay rate. The resulting sick pay is shown as being paid against the sick pay allowance, and subtracted from basic pay.

If the total number of sick days taken exceeds the entitlement, up to the entitlement will be paid as sick pay, with the remaining days multiplied by the rate associated with the unpaid leave allowance, and shown as unpaid leave. If an unpaid leave allowance has not been defined at company set-up time, SDWorx-Pay reporting displays ENTITLEMENT EXCEEDED on the Exception Report.

Use Sick days taken/E910 to replace the number of sick days taken.

See

Holiday and Sick Pay Entitlement List, which lists each employee’s sick days entitlement, sick days taken and unpaid leave taken.

HOLIDAY TAKEN

E912

Use E912 to replace the accumulated number of days holiday taken by the employee.

Format nnnnn

Where nnnnn is the accumulated number of days holiday taken, up to 5 numeric characters.

Example

The number of days holiday taken by the employee is changed to 35:

E912 3500

Note:

A holiday pay allowance and associated holiday pay rate must have been defined at company set-up time (see ALLOWANCE). If any days holiday have been taken before the holiday allowance and rate have been defined, then use E912 to enter these days.
If the total number of days holiday (taking into account those entered against E912) is less than or equal to the employee’s entitlement, the number of days is multiplied by the holiday pay rate. The resulting holiday pay is shown as being paid against the holiday pay allowance, and subtracted from basic pay.

If the total number of days holiday taken exceeds the entitlement, up to the entitlement will be paid as holiday pay, with the remaining days multiplied by the rate associated with the unpaid leave allowance, and shown as unpaid leave. If an unpaid leave allowance has not been defined at company set-up time, SDWorx-Pay reproting displays ENTITLEMENT EXCEEDED on the Exception Report.

Use Holiday entitlement/E913 to set the number of days holiday that this employee is entitled to.
See Holiday and Sick Pay Entitlement List, which lists each employee’s holiday entitlement, days holiday taken and unpaid leave taken.

HOLIDAY ENTITLEMENT

E913

Use E913 to enter the employee’s holiday entitlement.

Format nnnnn

Where nnnnn is the holiday entitlement, up to 5 numeric characters.

Example

The employee’s holiday entitlement is 20.5 days:

E913 2050

Note:

You must enter the employee’s holiday entitlement. Enter 0 to specify no entitlement. • If the total number of days holiday taken is less than or equal to the employee’s entitlement, the number of days is multiplied by the holiday pay rate. The resulting holiday pay is shown as being paid against the holiday pay allowance, and subtracted from basic pay.

If the total number of days holiday taken exceeds the entitlement, up to the entitlement will be paid as holiday pay, with the remaining days multiplied by the rate associated with the unpaid leave allowance, and shown as unpaid leave. If an unpaid leave allowance has not been defined at company set-up time, SDWorx-Pay reporting displays ENTITLEMENT EXCEEDED on the Exception Report.

Use Holiday taken/E912 to replace the number of days holiday taken.
See Holiday and Sick Pay Entitlement List, which lists each employee’s holiday entitlement, days holiday taken and unpaid leave taken

Version 4.0.1, June 2021

UNPAID LEAVE

E914

Use E914 to enter or replace the accumulated number of days of unpaid leave taken by the employee.

Format nnnnn

Where nnnnn is the accumulated number of days of unpaid leave taken, up to 5 numeric characters.

Example

The number of days of unpaid leave taken by the employee is changed to 12:

E914 1200

Note:

An unpaid leave allowance and associated unpaid leave rate must have been defined at company set-up time (see ALLOWANCE). If any unpaid leave has been taken before the unpaid leave allowance and rate have been defined, then use E914 to enter these days.
SDWorx-Pay increments the accumulated unpaid leave days as a result of the employee exceeding the sick days and/or holiday entitlement, or as a result of days being entered directly against the unpaid leave allowance. See Sick days entitlement/E911 and Holiday entitlement/E913.
See Holiday and Sick Pay Entitlement List, which lists each employee’s unpaid leave taken.

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Deductions

Holidays

Last updated 13/6/2024 (PSP)