12.0 – sftp file transfer · 12.0 – sftp file transfer page 3 of 56 revision 7 download payroll...

12.0 – SFTP File Transfer

EDITION 2007

Revision 7

Software Support

7:00am – 7:00pm Eastern Time

(519) 621-3570 1-866-7PAYweb (1-866-772-9932)

Support – Email

[email protected]

Website www.PAYweb.ca

Signon – Log In

https://login.PAYweb.ca or https://logint.PAYweb.ca

mailto:[email protected]

http://www.payweb.ca/

https://login.payweb.ca/

https://logint.payweb.ca/

12.0 – SFTP File Transfer of 56 Revision 7

Table of Contents

Download Payroll Files ............................................................................................................................... 3

Overview..........................................................................................................................................................3

Steps ................................................................................................................................................................4

Files ............................................................................................................................................................... 10

PYMST.CSV (Payroll Master)....................................................................................................... 10

PYHST.CSV (Payroll History) ....................................................................................................... 15

EHSTA.CSV (Additional Payroll History) .................................................................................... 17

PYYTD.CSV (Payroll YTD) ........................................................................................................... 19

CRTIM.CSV (Current pay Timecard file) and JBTIM.CSV (Yearly Timecard file) ................ 20

GLTRN.CSV (Current G/L Transactions) and YRGLT.CSV (Yearly G/L Transactions) ..... 21

SFTP Downloads at Year End .................................................................................................................. 22

Upload Timecard File ................................................................................................................................ 23

Overview....................................................................................................................................................... 23

Steps ............................................................................................................................................................. 24

TIMECARD.TXT ............................................................................................................................. 28

Valid Earnings Type Codes .......................................................................................................... 29

Upload Employee Profiles (HR) File ........................................................................................................ 30

Overview....................................................................................................................................................... 30

First Time Setup – what you need to do to upload your HR file .......................................................... 31

File naming and layout ............................................................................................................................... 36

Explanations of Headings Used in the Format Table................................................................ 36

PCMTR.TXT Employee Profile Field Format Table .................................................................. 37

Employee Profile Minimum Requirements Summary ............................................................... 55

Potential Errors in the Upload File ............................................................................................... 55


Download Payroll Files

NEBS PAYweb.ca does not recommend or endorse the specific programs or companies that may be mentioned hereafter. Use of the following program is for configuration example only, and should not be thought of as the exclusive program to be used with the NEBS PAYweb.ca file transfer service.

Overview

1. Notify PAYweb.ca support that you want to download your Payroll files thru SFTP. NEBS PAYweb.ca will need to give you access.

**Note: if your company has more than 1 User ID that signs into PAYweb.ca, only 1 of this User ID’s will be given the authority to download files thru SFTP.

2. Download and install a secure file transfer protocol (SFTP) or Secure Shell (SSH2) compatible program. Consult your SFTP compatible program documentation for configuration and usage information. Any usage or registration fees for the use of any SFTP compatible program are the responsibility of the user.

3. Configure the SFTP program to use the SFTP or SSH2 protocol and connect to sftp.payweb.ca.

Client’s SFTP Folder SFTP program

Client Payroll data

CLIENT

Client Payroll data

Nightly Automated Extract of CSVs

ftp://ftp.payweb.ca/


Steps

1. The following configuration example screens were built using the CuteFTP Pro program provided by GlobalSCAPE. This program is available for download at http://www.globalscape.com.

2. After installing, start CuteFTP Pro (hereafter mentioned as CuteFTP).

3. From the main screen click the “New FTP Site” button (circled below) to create a connection to PAYweb.ca.

The “Site Properties” dialog box will open allowing you to create a connection to PAYweb.ca.

http://www.globalscape.com/


4. Enter the configuration information as shown below for the “General” Tab. Enter your PAYweb.ca

User ID and Password.

IMPORTANT: Both the PAYweb.ca User ID and Password must be in lower case, to gain access to the PAYweb.ca SFTP secure site.

Note: If you are having trouble connecting to the PAYweb.ca SFTP secure site, instead entering “sftp.payweb.ca” in the Host address field, you can enter the specific IP address of our PAYweb.ca SFTP Secure server: 67.43.131.211.

5. Next, select the “Type” tab and configure the “Protocol Type” to “SFTP using SSH2 (Secure Shell)”.

Port 22 will automatically be selected.


6. Press “OK” to save your settings. This will close the “Site Properties” dialog box. 7. As illustrated in the screen below, “Double-click” the newly created PAYweb.ca SFTP connection. 8. Once connected, you will see the available payroll files in the right window pane. File updates are

only available for download the day after they are carried out.

Double-Click


You will have access to the following eight Comma Separated Values files:

i. PYMST.CSV – Payroll Master (T4MST at year end) ii. PYHST.CSV – Payroll History (T4HST at year end)

iii. EHSTA.CSV – Extension to the PYHST file Providing Additional information. iv. PYYTD.CSV – Payroll YTD (T4YTD at year end) v. CRTIM.CSV – Current pay Timecard file

vi. JBTIM.CSV – Yearly Timecard file (YLJBT at year end) vii. GLTRN.CSV – Current G/L Transactions

viii. YRGLT.CSV – Yearly G/L Transactions

You will need a compatible spreadsheet program to open these files. Microsoft Excel will work. 9. Select the local folder you wish to download the files to by using the “Local Drives” tab circled

below. In this particular example, the folder “PAYweb Downloads” was created on the user’s C: drive.


10. Drag the file (or files) you want to download from the right window pane, to the left window (Local Drives) pane to begin the download. As illustrated in the bottom Queue Window, the files are successfully downloaded when the Progress reaches 100%.

11. You can close CuteFTP when the file download is complete.


12. Open each downloaded file from your local drive with a program that can read Comma Separated Values files. The Microsoft Excel program will work.

For example, when opening the PYMST.CSV file using Microsoft Excel, the following view will be displayed:

13. The following pages outline the columns in Excel with the corresponding PAYweb.ca Field

Descriptions.


Files

PYMST.CSV (Payroll Master)

Column: Field size:

Alpha or Numeric:

# of decimals:

Field Description:

A 1 A Record ID (“M”)

B 6 N 0 Department #

C 4 N 0 Employee #

D 25 A Employee Name (Full)

E 17 A General Ledger #

F 32 A BLANK FIELD

G 9 N 0 Social Insurance #

H 1 A Active/Inactive Code

I 1 A Taxable Code

J 1 A CPPable Code

K 1 A EIable Code

L 1 A Hourly/Salary Type Code

M 1 A T4/T4A Code

N 1 A Registered Pension Code N/A

O 1 A Government Medical Code

P 1 A Pay Vacation Each Pay (code 9 means yes)

Q 1 A Reduced/preferred E.I. Code (code 4 means yes)

R 1 A EHT exempt code (* means exempt)

S 7 N 2 YTD Other Hours

T 5 N 0 Federal Personal Exemption

U 9 N 2 Employee Salary Per Pay

V 5 N 3 Employee Hourly Rate

W 5 N 2 Work Week Length

X 3 A 1st

field is the Language code flag 2nd

and 3rd

fields are blank

Y 7 N 0 Start Date (CYYMMDD)

Z 5 N 5 Vacation Pay Rate

AA 2 A Pay Cycle

AB 7 N 0 Last Rate or Salary Update (CYYMMDD)

AC 7 N 2 Deduction 1

AD 7 N 2 Deduction 2

AE 7 N 2 Deduction 3

AF 7 N 2 Deduction 4

AG 7 N 2 Deduction 5

AH 7 N 2 Deduction 6

AI 7 N 2 Deduction 7

AJ 7 N 2 Deduction 8

AK 3 A BLANK FIELD

AL 9 N 2 YTD Earnings

AM 7 N 2 YTD Deduction 9

AN 7 N 2 YTD CPP Deduction

AO 2 A BLANK FIELD

AP 7 N 2 YTD Deduction 10

AQ 9 N 2 YTD EI Earnings

AR 1 A Reason Code

AS 9 N 2 Current Year Vacation Accrual

AT 7 N 2 YTD Deduction 1

AU 7 N 2 YTD Deduction 2

AV 7 N 2 YTD Deduction 3

AW 7 N 2 YTD Deduction 4


Column: Field size:

Alpha or Numeric:

# of decimals:

Field Description:

AX 7 N 2 YTD Deduction 5

AY 7 N 2 YTD Deduction 6

AZ 7 N 2 YTD Deduction 7

BA 7 N 2 YTD Deduction 8

BB 3 A BLANK FIELD

BC 9 N 2 YTD Commission Earnings

BD 5 N 2 Tax Rate Override

BE 2 A Province of employment Code

BF 7 N 2 Miscellaneous Amount 1

BG 7 N 2 Miscellaneous Amount 2

BH 7 N 2 Miscellaneous Amount 3

BI 11 N 0 Phone #

BJ 5 N 0 Pension Adjustment

BK 7 N 2 YTD Overtime Hours

BL 2 A BLANK FIELD

BM 7 N 2 YTD E.I. Deductions

BN 9 N 0 Branch/Transit #

BO 12 A Bank Account #

BP 7 N 2 Deduction 9

BQ 7 N 2 Deduction 10

BR 7 N 2 Extra Tax Deduction Per Pay

BS 3 A BLANK FIELD

BT 7 N 2 YTD Taxable Benefit A

BU 7 N 2 YTD Taxable Benefit B

BV 7 N 2 YTD Taxable Benefit C

BW 7 N 2 YTD Taxable Benefit D

BX 7 N 2 YTD Taxable Benefit E

BY 7 N 2 YTD Regular Hours

BZ 2 A BLANK FIELD

CA 7 N 0 Termination Date (CYYMMDD)

CB 9 N 2 YTD Income Tax Deduction

CC 9 N 2 YTD CPP Earnings

CD 2 A YTD Work Weeks

CE 4 A Timecard Number

CF 1 A Shift Code

CG 2 A Type Code

CH 2 A BLANK FIELD

CI 7 N 0 Seniority Date (CYYMMDD)

CJ 12 A BLANK FIELD

CK 1 A Maintenance Code (A, C, M)

CL 1 A Calculate Deduction 11 (Y/N)

CM 1 A Calculate Deduction 12 (Y/N)

CN 1 A Calculate Deduction 13 (Y/N)

CO 1 A Calculate Deduction 14 (Y/N)

CP 1 A Calculate Deduction 15 (Y/N)

CQ 1 A Calculate Deduction 16 (Y/N)

CR 1 A Calculate Deduction 17 (Y/N)

CS 1 A Calculate Deduction 18 (Y/N)

CT 1 A Calculate Deduction 19 (Y/N)

CU 1 A Calculate Deduction 20 (Y/N)

CV 7 N 2 YTD Deduction 11

CW 7 N 2 YTD Deduction 12

CX 7 N 2 YTD Deduction 13

CY 7 N 2 YTD Deduction 14


Column: Field size:

Alpha or Numeric:

# of decimals:

Field Description:

CZ 7 N 2 YTD Deduction 15

DA 7 N 2 YTD Deduction 16

DB 7 N 2 YTD Deduction 17

DC 7 N 2 YTD Deduction 18

DD 7 N 2 YTD Deduction 19

DE 7 N 2 YTD Deduction 20

DF 9 N 2 YTD Regular Earnings

DG 7 N 2 YTD Overtime Earnings

DH 9 N 2 YTD Other Earnings

DI 1 A WCB Code

DJ 9 N 2 Previous Year Vacation Accrual

DK 7 N 2 YTD Vacation Paid

DL 9 N 2 YTD Lump Sum Earnings

DM 7 N 2 Quebec Tax

DN 1 A BLANK FIELD

DO 7 N 0 Pay Period Year/Period

DP 7 N 2 Taxable Benefit A

DQ 7 N 2 Taxable Benefit B

DR 7 N 2 Taxable Benefit C

DS 7 N 2 Taxable Benefit D

DT 7 N 2 Taxable Benefit E

DU 5 N 0 Employee Reference #

DV 9 N 2 Annual Salary

DW 10 A BLANK FIELD

DX 8 N 0 Birth Date (YYYYMMDD)

DY 20 A Surname

DZ 12 A First Name

EA 1 A Middle Initial

EB 30 A Address 1

EC 30 A Address 2

ED 28 A City

EE 2 A Employee’s Province

EF 3 A Country

EG 10 A Postal Code

EH 2 A Routing Code – Pay stub Delivery

EI 50 A E-mail Address

EJ 9 N 2 TD1 – F1

EK 9 N 2 TD1 – K3

EL 7 N 2 TD1 – HD

EM 7 N 2 TD1 – LCF

EN 7 N 2 TD1 – F2

EO 2 N 0 TD1 – Number of Dependents

EP 5 N 0 TD1 – Provincial Exemption

EQ 5 N 0 TD1 – Quebec MR1916

ER 9 N 2 TD1 – K3P, Provincial

ES 7 N 2 TD1 – LCP, Provincial

ET 7 N 2 Maximum Deduction 1 (Limit)

EU 7 N 2 Maximum Deduction 2 (Limit)

EV 7 N 2 Maximum Deduction 3 (Limit)

EW 7 N 2 Maximum Deduction 4 (Limit)

EX 7 N 2 Maximum Deduction 5 (Limit)

EY 7 N 2 Maximum Deduction 6 (Limit)

EZ 7 N 2 Maximum Deduction 7 (Limit)

FA 7 N 2 Maximum Deduction 8 (Limit)


Column: Field size:

Alpha or Numeric:

# of decimals:

Field Description:

FB 7 N 2 Maximum Deduction 9 (Limit)

FC 7 N 2 Maximum Deduction 10 (Limit)

FD 5 N 0 2nd

Bank Branch #

FE 3 N 0 2nd

Bank #

FF 12 A 2nd

Bank Account #

FG 9 N 2 2nd

Bank Account Amount

FH 1 A Deposit Vacation Pay code (V=yes)

FI 5 N 0 3rd

Bank Branch #

FJ 3 N 0 3rd

Bank #

FK 12 A 3rd

Bank Account #

FL 9 N 2 3rd

Bank Account Amount

FM 2 N 0 Deduction # (11)

FN 7 N 2 Deduction Amount

FO 7 N 4 Deduction Percentage

FP 7 N 2 Deduction Maximum (Limit)

FQ 2 N 0 Deduction # (12)

FR 7 N 2 Deduction Amount

FS 7 N 4 Deduction Percentage

FT 7 N 2 Deduction Maximum (Limit)

FU 2 N 0 Deduction # (13)

FV 7 N 2 Deduction Amount

FW 7 N 4 Deduction Percentage

FX 7 N 2 Deduction Maximum (Limit)

FY 2 N 0 Deduction # (14)

FZ 7 N 2 Deduction Amount

GA 7 N 4 Deduction Percentage

GB 7 N 2 Deduction Maximum (Limit)

GC 2 N 0 Deduction # (15)

GD 7 N 2 Deduction Amount

GE 7 N 4 Deduction Percentage

GF 7 N 2 Deduction Maximum (Limit)

GG 2 N 0 Deduction # (16)

GH 7 N 2 Deduction Amount

GI 7 N 4 Deduction Percentage

GJ 7 N 2 Deduction Maximum (Limit)

GK 2 N 0 Deduction # (17)

GL 7 N 2 Deduction Amount

GM 7 N 4 Deduction Percentage

GN 7 N 2 Deduction Maximum (Limit)

GO 2 N 0 Deduction # (18)

GP 7 N 2 Deduction Amount

GQ 7 N 4 Deduction Percentage

GR 7 N 2 Deduction Maximum (Limit)

GS 2 N 0 Deduction # (19)

GT 7 N 2 Deduction Amount

GU 7 N 4 Deduction Percentage

GV 7 N 2 Deduction Maximum (Limit)

GW 2 N 0 Deduction # (20)

GX 7 N 2 Deduction Amount

GY 7 N 4 Deduction Percentage

GZ 7 N 2 Deduction Maximum (Limit)

HA 9 N 2 YTD Vacationable Earnings (used to calculate accrual)

HB 7 N 2 YTD Vacation Hours Paid

HC 9 N 2 YTD Pension Earnings


Column: Field size:

Alpha or Numeric:

# of decimals:

Field Description:

HD 7 N 2 YTD CPP – Company Portion

HE 7 N 2 YTD EI – Company Portion

HF 7 N 2 YTD EHT – Company Portion

HG 7 N 2 YTD QHIP – Company Portion

HH 7 N 2 YTD WCB – Company Portion


PYHST.CSV (Payroll History)

Column: Field size:

Alpha or Numeric:

# of decimals:

Field Description:

A 1 A Record ID (“C”)


C 4 N 0 Employee Number

D 9 N 2 E.I. Earnings

E 5 N 2 Regular Hours

F 5 N 2 Overtime Hours

G 5 N 2 Other Hours

H 2 N 0 Weeks Worked

I 9 N 2 Regular Earnings

J 7 N 2 Overtime Earnings

K 7 N 2 WSIB Amount

L 1 A YTD Adjustment Code

M 1 A ROE Printed Code

N 9 N 2 Income Tax Deduction

O 3 A (internal) 1st

character=Company EI changed 2nd

and 3rd

characters = “BF” for client YTD balance set up or “ “(blank) for everything else.

P 1 A Other Code

Q 1 A Shift Code

R 1 A CPPE Code

S 7 N 2 Deduction 1

T 7 N 2 Deduction 2

U 7 N 2 Deduction 3

V 7 N 2 Deduction 4

W 7 N 2 Deduction 5

X 7 N 2 Deduction 6

Y 7 N 2 Deduction 7

Z 7 N 2 Deduction 8

AA 1 A Cheque Flag

AB 7 N 2 Current Vacation Pay

AC 4 A BLANK FIELD

AD 7 N 2 Miscellaneous (1) Amount

AE 7 N 2 E.I. Deduction

AF 1 A Reduced/preferred E.I. Code (code 4 means yes)

AG 7 N 2 Current Vacation Accrual

AH 1 A Vacation payout code

AI 5 N 3 Hourly Rate

AJ 1 A E.I. Weeks N/A

AK 1 A Termination/layoff Code

AL 9 N 2 Other Earnings

AM 9 N 2 Commission Earnings

AN 7 N 2 Deduction 9

AO 3 A BLANK FIELD

AP 7 N 2 Deduction 10

AQ 7 N 0 Pay Period (CYYMMDD)

AR 7 N 2 CPP Deduction

AS 2 A Type Code (updated from master)

AT 9 N 2 Direct Deposit Amount 1

AU 11 A 2nd

Bank Account #

AV 7 N 2 Direct Deposit Amount 2

AW 11 A 3rd

Bank Account #

AX 7 N 2 Direct Deposit Amount 3

AY 10 A Employee Name


Column: Field size:

Alpha or Numeric:

# of decimals:

Field Description:

AZ 7 N 2 Deduction 11

BA 7 N 2 Deduction 12

BB 7 N 2 Deduction 13

BC 7 N 2 Deduction 14

BD 7 N 2 Deduction 15

BE 7 N 2 Deduction 16

BF 7 N 2 Deduction 17

BG 7 N 2 Deduction 18

BH 7 N 2 Deduction 19

BI 7 N 2 Deduction 20

BJ 3 A Period #

BK 5 N 2 RRSP Taxable Benefit

BL 1 A WCB Code

BM 9 N 2 Previous Vacation Accrual for YTD Adjustments

BN 7 N 2 Quebec Provincial Tax

BO 5 N 2 E.I. Hours

BP 7 N 2 Miscellaneous (2) Amount

BQ 7 N 2 Taxable Benefit 1

BR 7 N 2 Taxable Benefit 2

BS 7 N 2 Taxable Benefit 3

BT 7 N 2 Taxable Benefit 4

BU 7 N 2 Taxable Benefit 5

BV 9 N 2 Lump Sum Earnings

BW 9 N 2 CPP Earnings for YTD Adjustment

BX 1 A Sel Code (reversals)

BY 5 A Cheque # -- OLD N/A

BZ 5 N 0 Provincial Personal Exemption

CA 9 N 2 Gross Pay

CB 9 N 2 Total Deductions

CC 9 N 2 Net Pay

CD 7 N 2 WCB Assessment

CE 7 N 2 Provincial Tax (Non Quebec)

CF 2 A Employee Province Worked

CG 11 A EHT Gross Earnings

CH 11 A EHT Amount

CI 7 A Vacation Hours

CJ 9 A Vacation Earnings (used to calculate accruals)

CK 17 A General Ledger #

CL 9 N 2 Pension Earnings

CM 7 N 2 C.P.P. – Company Portion

CN 7 N 2 E.I. – Company Portion

CO 7 N 2 QHIP – Company Portion

CP 11 N 2 QHIP Earnings

CQ 7 N 2 Statutory Hours (stored and used for stat pay calculation)

CR 9 N 2 Statutory Earnings (stored and used for stat pay calculation)

CS 5 N 0 Company Number

CT 11 N 2 EHT Earnings Adjustment

CU 5 N 0 Run Number

CV 1 A Calc. EHT Code

CW 1 A WCB Calc. Done

CX 6 N 0 Cheque Number

CY 70 A BLANK FIELD


EHSTA.CSV (Additional Payroll History)

EHSTA.CSV contains employee accruals/deductions/benefits/earnings details for each payroll

run and any associated adjustments.

This file is NOT automatically setup for download – it must be specifically requested

when a client needs Accrual History Information.

This file is an extension to the PYHST (Payroll History) file. All records in the EHSTA have an

origin record in PYHST.

This table can be connected to the PYHST file by correlating EHSTA col A to PYHST col C,

and EHSTA col B to PYHST col CU:

EHSTA PYHST

Field Description Column Column: Field Description

Employee Number A C Employee Number

Run Number B CU Run Number

Column: Field size:

Alpha or Numeric:

# of decimals:

Field Description and Explanation:

A 4 N 0 Employee Number Indicates the employee whose information is recorded

B 5 N 0 Payroll Run Number Indicates to which payroll the information was allocated

C 10 A Amount Identifier 1 The combination of this and the following two fields constitute a unique amount

D 5 A Amount Identifier 2 - possible values are defined by the identifier code For example – for Amount ID code 1: PIPEARN, this Amount ID is the province of employment: ON

E 5 A Amount Identifier 3 - possible values are defined by the previous 2 identifier codes For example – for the combination of Amount ID 1: INCTAXERN (income tax earnings), and Amount ID 2: FED (Federal), Amount ID 3 can indicate either a Periodic (PERDC) or Non-Periodic (NONPR) earnings amount.

F 11 N 2 Amount Value The value allocated to the Amount Identifier for the Employee during a Payroll Run (either as part of the Payroll Run or as an Adjustment to it) This may be either a dollar amount or a number of hours.

G 1 A Adjustment Code Indicates with an ‘A’ that the record is an adjustment to a payroll. If this field is blank, the event occurred as part of a payroll run.

H 3 N 0 Adjustment Number Indicates whether the adjustment was the first, second, third, etc. adjustment to be carried out for a specific payroll run. If this field has a zero in it, the adjustment occurred during a payroll run. 0 – current pay adjustment Not 0 – YTD adjustment


This file is organized differently from other files – it depends on a combination of ALL of the following six fields to create a unique key. You may find duplicates of any of the fields listed below, BUT you will never find two records where ALL of the fields are the same. Example: you may have two records with the same Employee Number, Run Number, and Amount Identifiers BUT they could NOT also have the same Adjustment Numbers. They could be two different adjustments carried out for a single employee on a single earning during a single payroll run. One during the run itself and a second as a YTD adjustment later on. Example of output: Below is an example of the file - imported to a spreadsheet - containing both an EARNED amount and a TAKEN amount for a Vacation Accrual.

Analysis of data: Employee number 600, in Payroll Run 87, added (earned) 86.28 dollars to the Vacation Accrual and was paid out (taken) 244.15 dollars from the Vacation Accrual. Column E is empty because only two Amount IDs were needed to describe the amounts for a Vacation Accrual. Column G is empty because the amounts were processed as part of the payroll run itself – not as separate adjustments.

Key Field

1 Employee Number

2 Run Number

3 Amount Identifier 1



6 Adjustment number


PYYTD.CSV (Payroll YTD)

Column: Field size:

Alpha or Numeric:

# of decimals:

Field Description:

A 1 A BLANK FIELD


C 4 N 0 Employee #

D 9 N 2 Earnings Type 01

E 9 N 2 Earnings Type 02

F 9 N 2 Earnings Type 03

G 9 N 2 Earnings Type 04

H 9 N 2 Earnings Type 05

I 9 N 2 Earnings Type 06

J 9 N 2 Earnings Type 07

K 9 N 2 Earnings Type 08

L 9 N 2 Earnings Type 09

M 9 N 2 Earnings Type 10

N 9 N 2 Earnings Type 11

O 9 N 2 Earnings Type 12

P 9 N 2 Earnings Type 13

Q 9 N 2 Earnings Type 14

R 9 N 2 Earnings Type 15

S 9 N 2 Earnings Type 16

T 9 N 2 Earnings Type 17

U 9 N 2 Earnings Type 18

V 9 N 2 Earnings Type 19

W 9 N 2 Earnings Type 20

X 9 N 2 Earnings Type 21

Y 9 N 2 Earnings Type 22

Z 9 N 2 Earnings Type 23

AA 9 N 2 Earnings Type 24

AB 9 N 2 Earnings Type 25

AC 9 N 2 Earnings Type 26

AD 9 N 2 Earnings Type 27

AE 9 N 2 Earnings Type 28

AF 9 N 2 Earnings Type 29

AG 9 N 2 Earnings Type 30

AH 6 N 2 Hours Type 01

AI 6 N 2 Hours Type 02

AJ 6 N 2 Hours Type 03

AK 6 N 2 Hours Type 04

AL 6 N 2 Hours Type 05

AM 6 N 2 Hours Type 06

AN 6 N 2 Hours Type 07

AO 6 N 2 Hours Type 08

AP 6 N 2 Hours Type 09

AQ 6 N 2 Hours Type 10

AR 6 N 2 Hours Type 11

AS 6 N 2 Hours Type 12

AT 6 N 2 Hours Type 13

AU 6 N 2 Hours Type 14

AV 6 N 2 Hours Type 15

AW 6 N 2 Hours Type 16

AX 6 N 2 Hours Type 17

AY 6 N 2 Hours Type 18

AZ 6 N 2 Hours Type 19


Column: Field size:

Alpha or Numeric:

# of decimals:

Field Description:

BA 6 N 2 Hours Type 20

BB 6 N 2 Hours Type 21

BC 6 N 2 Hours Type 22

BD 6 N 2 Hours Type 23

BE 6 N 2 Hours Type 24

BF 6 N 2 Hours Type 25

BG 6 N 2 Hours Type 26

BH 6 N 2 Hours Type 27

BI 6 N 2 Hours Type 28

BJ 6 N 2 Hours Type 29

BK 6 N 2 Hours Type 30

BL 171 A BLANK FIELD

CRTIM.CSV (Current pay Timecard file) and JBTIM.CSV (Yearly Timecard file)

(both files have the same format)

Column: Field size:

Alpha or Numeric:

# of decimals:

Field Description:

A 1 A Record ID (”3”)

B 6 N 0 Date (YYMMDD)

C 3 0 YTD adjustment code

D 6 N 0 Department

E 4 N 0 Employee #

F 5 N 3 Rate Override

G 13 A Filler

H 5 N 2 Hours

I 7 N 2 Amount Override

J 2 A Earnings Type

K 1 A Week No. N/A

L 1 A Shift

M 1 A Salary Bypass

N 8 A Filler

O 1 A Days Worked

P 3 A Filler

Q 17 A GL Account

R 4 A Client defined 4th

field

S 1 A Source

T 1 A Retro Code

U 6 A Pay Ending Date (YYMMDD)

V 10 A Client defined 1st

field

W 8 A Client defined 2nd

field

X 4 A Client defined 3rd

field

Y 492 A Filler


GLTRN.CSV (Current G/L Transactions) and YRGLT.CSV (Yearly G/L Transactions)

(both files have the same format) Column: Field

size: Alpha or Numeric:

# of decimals:

Field Description:

A 1 A Record Code (6=Current Pay; 7=Year-to-Date Adjustments)

B 1 A Filler

C 6 N 0 Date MM/DD/YY

D 17 A G/L Account #

E 9 N 2 Amount

F 2 A Filler

G 5 N 0 Run Number

H 30 A Description

I 4 A Filler

J 5 N 0 Client No.


SFTP Downloads at Year End

If you are set up for per pay period download of CSV files, you will receive Year End versions of these files after you have completed your Year End Reset:

Per Pay Period Year End

PYMST T4MST

PYHST T4HST

EHSTA T4EHA

PYYTD T4YTD

YLJBT YLJBT

The Year End versions of these files are formatted exactly as the Per Period files, but will NOT be overwritten until the next year’s Year End Reset is run. NOTE: The Year End Reset GENERATES the T4xxx files, DELETES the PYxxx files, and then REBUILDS the PYxxx files BUT ONLY INCLUDES the LAST 2 years of data. Any earlier data is discarded.


Upload Timecard File

NEBS PAYweb.ca does not recommend or endorse the specific programs or companies that may be mentioned here. Use of the following program is for configuration example only, and should not be thought of as the exclusive program to be used with the NEBS PAYweb.ca file transfer service.

Overview

1. Notify PAYweb.ca support that you want to upload your Timecard file thru SFTP. NEBS PAYweb.ca will need to give you access.

**Note: if your company has more than 1 User ID that signs into PAYweb.ca, only 1 of this User ID’s will be given the authority to upload files thru SFTP.

2. Your Timecard file must be in fixed length ASCII format, with the fields specified in Step 8 of the following instructions.


4. Configure the SFTP program to use the SFTP or SSH2 protocol and connect to sftp.payweb.ca 5. Use the SFTP program to upload the Timecard file to NEBS’ SFTP site.

6. Login to PAYweb.ca and use the Receive Time button to import the timecards to PAYweb’s database.

For additional details on time card importing, please see the document Receive Time (available in the Processing Your Payroll section when you click the Manuals link at the bottom of any PAYweb screen).


Hours & Earnings file

CLIENT

Time Tracking system

TIMECARD.TXT

ftp://ftp.payweb.ca/


Steps

1. The following configuration example screens were built using the CuteFTP Pro program provided by GlobalSCAPE. This program is available for download at http://www.globalscape.com.


3. From the main screen click the “New FTP Site” button (circled below) to create a connection to

PAYweb.ca. The “Site Properties” dialog box will open allowing you to create a connection to PAYweb.ca.



4. Enter the configuration information as shown below for the “General” Tab. Enter your PAYweb.ca User ID and Password.

IMPORTANT: Both the PAYweb.ca User ID and Password must be in lower case, to gain access to the PAYweb.ca SFTP secure site.

Tip: If you are having trouble connecting to the PAYweb.ca SFTP secure site, instead of entering “sftp.payweb.ca” in the Host address field, you can enter the specific IP address of our PAYweb.ca SFTP Secure server: 67.43.131.211.

5. Next, select the “Type” tab and configure the “Protocol Type” to “SFTP using SSH2 (Secure Shell)”. Port 22 will automatically be selected.


6. Press “OK” to save your settings. This will close the “Site Properties” dialog box.

7. As illustrated in the screen below, “Double-click” the newly created PAYweb.ca SFTP connection.

8. Once connected, you will be able to upload your payroll Timecard file to the PAYweb.ca SFTP server. Your Timecard file must meet the following criteria: a) It must be named: TIMECARD.TXT b) It must be in fixed length ASCII format

Example

c) It must correspond to the columns specified in the chart below (TIMECARD.TXT), and include ALL Mandatory fields

Double-Click

Description

80 hours regular pay

2½ hours overtime

80 hours regular pay

$570.00 vacation pay


9. Select the local folder you wish to download the files to by using the “Local Drives” tab circled below. In this particular example, the folder “PAYweb” was created on the user’s C: drive.

10. Drag the file or files you want to upload from the left window pane, to the right window pane to begin the upload. As illustrated on the following page in the bottom Queue window, the files are successfully uploaded when the progress reaches 100%.

11. You can close CuteFTP when the file upload is complete.


12. You will now be able to upload your time cards into PAYweb.ca. To do this, sign on to PAYweb.ca. The option you will select from the Process Payroll menu is Receive Time, as shown below.

TIMECARD.TXT

Column: Position: Field

size: Alpha or Numeric:

# of decimals:

Field Description:

*A 1 1 A Record ID (Should be a ‘3’ in this field)

*B 2-5 4 N 0 Employee #

C 6-8 3 N 0 Sequence #

*D 9-15 7 N 0 Date (CYYMMDD)

*E 16-17 2 A Earnings Type (See list of valid codes on next page)

*F 18-22 5 N 2 Hours

G 23 1 A Credit field for Hours (‘-‘ is a credit, ‘blank’ is positive)

*H 24-30 7 N 2 Amount Override

I 31 1 A Credit field for Amount Override (‘-‘ is a credit, ‘blank’ is positive)

J 32-37 6 N 0 Department #

K 38 1 A Shift Code-Defaults from Employee Profile

L 39-44 6 A BLANK FIELD

M 45-49 5 N 3 Rate Override

N 50 1 A BLANK FIELD

O 51 1 A Salary Bypass Flag

P 52 1 A BLANK FIELD

Q 53-69 17 A General Ledger Account #

R 70-73 4 A Machine #

S 74-613 540 A BLANK FIELD

T 614 1 A “R” (Retro Code)

U 615-620 6 A Pay Ending Date (YYMMDD) (The Payroll system updates)

V 621-630 10 A Job #

W 631-638 8 A Phase

X 639-642 4 A Category

* Mandatory Fields. There must be an amount in either the “Hours” field or the “Amount Override” field per employee.


Valid Earnings Type Codes

01 Regular Hours/Earnings

02 Overtime Hours/Earnings (1.5)

03 Overtime Hours/Earnings (.5)

04 Double Overtime Hours/Earnings (2.0)

05 Statutory Hours/Earnings

06 Miscellaneous Hours/Earnings

07 Vacation Hours/Earnings

08 Commission Hours/Earnings

09 Bonus Hours/Earnings

10 Car Allowance

11 Profit Earnings

12 Incentive Earnings

13 Shift Premium Hours/Earnings

14 Retro Hours/Earnings

15 Lieu Hours/Earnings

20 Vacation Lump Sum Earnings

25 Shift Premium (2) Hours/Earnings

26 Statutory Hours/Earnings (@ 1.5)

28 Bereavement Hours/Earnings


Upload Employee Profiles (HR) File

Overview

1. Notify PAYweb.ca support that you want to upload your Employee Profile file through SFTP. NEBS PAYweb.ca will need to give you access (the Helpdesk will provide a PAYweb Login and Password when they set up your confidential SFTP folder).

2. Your file must follow specific rules regarding the format of the filename and the layout of the text file. Read instructions further down in this document to understand how to name and format your files.


4. Configure the SFTP program to use the SFTP or SSH2 protocol and connect to sftp.payweb.ca

5. Upload the text file to the SFTP folder.

6. Login to PAYweb.ca and “Receive” the file: Receive from HR to import employee profile information.

For additional details on importing employee profiles, please see the document Receive From HR (available in the Processing Your Payroll section when you click the Manuals link at the bottom of any PAYweb screen).


Employee Profile database

CLIENT

Employee Profile database

PCMTR.TXT


First Time Setup – what you need to do to upload your HR file

1. The following configuration example screens were built using the CuteFTP Pro program provided by GlobalSCAPE. While NEBS does not specifically recommend this program over any other, it is available for download at http://www.globalscape.com.


3. From the main screen click the “New FTP Site” button (circled below) to create a connection to

PAYweb.ca. The “Site Properties” dialog box will open allowing you to create a connection to PAYweb.ca.



4. Enter the configuration information as shown below for the “General” Tab. Enter your PAYweb.ca User ID and Password.

IMPORTANT: Both the PAYweb.ca User ID and Password must be in lower case, to gain access to the PAYweb.ca SFTP secure site. (e.g. “pw80639” not “PW80639”)

Note: If you are having trouble connecting to the PAYweb.ca SFTP secure site, instead entering “sftp.payweb.ca” in the Host address field, you can enter the specific IP address of our PAYweb.ca SFTP Secure server: 67.43.131.211.

5. Next, select the “Type” tab and configure the “Protocol Type” to “SFTP using SSH2 (Secure

Shell)”. Port 22 will automatically be selected.


6. Press “OK” to save your settings. This will close the “Site Properties” dialog box.

7. As illustrated in the screen below, “Double-click” the newly created PAYweb.ca SFTP connection.

8. Once connected, you will be able to upload your Employee Profile (HR) file to your client folder on the PAYweb.ca SFTP server. Your HR file must meet the following criteria:

a) The filename MUST be named PCMTR.TXT

b) The file must be in fixed length ASCII format (i.e. each field in an employee’s record is allocated a specific – or fixed – number of characters).

Example only (does not have accurate character positions)

c) The file must be provided in the NEBS PAYweb standard file layout. That is, it must correspond to the columns specified in the chart below (PAYweb Employee Profile Field Format Table) and include ALL fields when updating employee records and ALL Mandatory fields when creating new employee records.

Double-Click

Description Empl. 15 Alexander Richmond

Empl. 16 Henri Gagnon (service dept.)

Empl. 17 Louise Abbot (service dept.)

Empl. 18 Charlene Rath (finance dept.)


9. Select the local folder from which you wish to upload the files by using the “Local Drives” tab

circled in blue below on the left hand side of the screen. In this particular example, the folder “PAYweb” was created on the user’s C: drive.

10. Drag the file or files you want to upload from the left window pane, to the right window pane to begin the upload (for uploading your Employee files this will be the PCMTR.TXT file).

WARNING: If there is already a PCMTR.TXT file in the right window pane, it will be overwritten (deleted) by the new file.

As illustrated in the bottom Queue window, the files are successfully uploaded when the progress reaches 100%.


11. You can close CuteFTP when the file upload is complete. 12. You will now be able to upload your HR file (employee profiles) into PAYweb.ca. To do this, sign

on to PAYweb.ca. Select Receive From HR from the Process Payroll menu, as indicated here.


File naming and layout

Explanations of Headings Used in the Format Table

Below you will find our standard Employee Profile Field Format Table for the PCMTR.TXT file. Each RECORD in your file MUST follow the layout provided. You must either manually layout your upload file in this format or provide this layout to the 3rd Party Provider from whose software you will be exporting your HR file. Field Description this column describes the information you need to have in this field.

Position (location in record)

each Employee record is contained on a single row and is made up of fields. Each field is an item of information about the Employee. Each character in the record belongs to a specific field indicated in the column “Field Description”. The Position column indicates the first and last positions used by the field. NOTE: the table below indicates that some character positions are not being used. These have been included purely for the sake of clarity.

Size this gives you additional information on the length of the field. The last “Position” minus the first “Position” + 1 = “Size”.

No of Dec. (Number of Decimal places) if the information in the field is Numeric (a number), this column tells you

how many of the digits will be to the right of the decimal point. (the decimal point is never actually used in the file – our system calculates where it should be based on the Size and number of decimals provided)

Alpha or Numeric Indicates whether the field contains letters (Alpha) or numbers (Numeric). If the field contains numbers you should be aware of the number of decimals used in that field.

Valid Codes (only used in Alpha fields) if the field uses a code to describe the information about an employee, this column tells you what are acceptable codes in the field.

Validation This column explains any tests that will be carried out by the PAYweb system when the data is imported to PAYweb. If the data fails any of these tests, an Error report will be generated and you will have to fix the error before re-trying to Receive from HR. For fields where validation is shown as validated for length and format only, you may reference the columns ‘Size’, ‘N

o of Dec’, and ‘Alpha or

Numeric’ to find out the limitations on the data.

Mandatory for New This column indicates the minimum fields required for a New Employee. Current Employees must ALWAYS provide ALL fields.

*

NOTE: If item is “YES (conditional)” it is only mandatory if it is required by another field that has been entered. E.g. Hourly Rate is not mandatory if Employee is Salary.

*If you upload a BLANK field to PAYweb, it will CLEAR any data already existing in that field.


PCMTR.TXT Employee Profile Field Format Table

Field Description


Size

No of Dec.

Alpha (A) or Numeric (N)

Valid Codes

Validation

Mandatory for New Employee

Record ID 1-1 1 A M Must be valid code. YES

Department number 2-7 6 0 N Optional – only validated for length and format.

Employee number 8-11 4 0 N Cannot be zero. YES

12-36 These positions in the record are not currently used

General Ledger account number 37-53 17 A No validation


Social Insurance Number 86-94 9 0 N Cannot be zero. Must be a valid SIN. Exception: If Tax Form Option = 5 (T5018), it must be a valid CRA Business Number (BN).

YES

Employee status 95-95 1 A A=Active I=Inactive L=Laid Off

Must be a valid code. If an "A" is used here and the employee is currently inactive or laid off, then a new start date is required and must be greater than the termination date. See field description Start Date in columns 140-146.

YES

Taxable code 96-96 1 A Y=calculate income tax N=do not calculate income tax P=percent (uses % in tax % override field to calculate total income tax deducted on gross earnings) A=actual (uses amount in additional federal tax field as total income tax deducted) C=commission(uses % in tax % overrided field to calculate income tax deducted on commission earnings only)

Must be a valid code. YES


Field Description


Size

No of Dec.


Valid Codes

Validation


CPP code 97-97 1 A Y=CPP calculated N=CPP exempt


EI code 98-98 1 A Y=EI calculated N=EI exempt


Hourly/Salary type code 99-99 1 A H=Hourly S=Salary

Must be a valid code. If changing from "H" to "S"; blank out Hourly Rate (see field description Hourly Rate in positions 127-131). If changing from "S" to "H"; blank out Salary Per Pay (see field description Salary Per Pay in columns 118-126).

YES

Tax form option 100-100 1 A 1=T4 3=T4A Other 4=No T4 5=T5018

Must be a valid code. If "4" or "5" then the Taxable Code (columns 96-96), CPP Code (columns 97-97) and EI Code (columns 98-98) must be an "N", the EHT Exempt Code (columns 105-105) must be "Y" and the WCB Code (columns 649-649) must be an "E".

YES


Reduced/Preferred EI Code 104-104 1 A Y=use reduced employer EI rate N=use regular employer EI rate

Must be a valid code. If the client's header is not setup with a reduced rate, then the code must be ‘N’.

YES

EHT exempt code 105-105 1 A Y = exempt N = calculate EHT if employment province is ON or QC.

Must be a valid code. If employment province is anything other than ON or QC must be ‘ Y ’ If ‘ N ‘, the employment province must be "ON" or “QC”. NB: when viewed in PAYweb ‘ Y ‘ is shown as ‘’ ‘ N’ is shown as ‘ ‘

YES



Field Description


Size

No of Dec.


Valid Codes

Validation


Federal exemption 113-117 5 0 N If the employee profile is NEW and Zero Federal Exemption Flag is blank: amount must be greater than or equal to the basic federal exemption amount. If amount is less than the basic federal exemption amount, then assume the basic federal exemption amount. (Zero Federal Exemption Flag is located at position 1445)

If the employee profile is NEW or a CHANGE and Zero Federal Exemption Flag = Z: put a zero in the Federal Exemption amount in the employee's profile.

If the employee profile is a CHANGE, the Zero Federal Exemption Flag is blank and the amount is zero or blank: no change is made to the profile.

If the employee profile is a CHANGE, the Zero Federal Exemption Flag is blank and the amount is not zero or blank: amount must be greater than or equal to the basic Federal Exemption amount.

If amount is less than the basic federal exemption amount: no change is made to the profile.

YES

Salary per pay 118-126 9 2 N Cannot be zero if Hourly/Salary Type Code is ‘S’ (salary) (see columns 99-99).

YES (conditional)


Field Description


Size

No of Dec.


Valid Codes

Validation


Hourly rate 127-131 5 3 N Cannot be zero if hourly/salary type code is H=Hourly (see columns 99-99). Must be greater than or equal to the minimum wage rate based on the employment province. This is a warning message since liquor servers may be paid less than the minimum wage rate.

YES (conditional)

Hours per pay 132-136 5 2 N Cannot be zero if hourly/salary type code is S=salary (see columns 99-99).

YES (conditional)

Language 137-137 1 A E=English F=French



Start Date 140-146 7 0 N Must be a valid date in a CYYMMDD format. See the Employee Status field validation for further information (columns 95-95).

YES


Last rate change date 154-160 7 0 N If not zero; must be a valid date in a CYYMMDD format.

Deduction 1 - Amount 161-167 7 2 N If not zero; deduction must be setup in PAYweb. If zero, deduction amount is zeroed out in the employee's profile in PAYweb (i.e. deduction is stopped).

YES (conditional)


YES (conditional)


Field Description


Size

No of Dec.


Valid Codes

Validation



YES (conditional)


YES (conditional)


YES (conditional)


YES (conditional)


YES (conditional)


YES (conditional)



Field Description


Size

No of Dec.


Valid Codes

Validation


Tax % Override 339-343 5 2 N A tax % override is only required if the Taxable Code is "P" or "C" (see columns 96-96). For example 20% must be passed as .20.

YES (conditional)

Employment province 344-345 2 A AB=Alberta BC=British Columbia MB=Manitoba NB=New Brunswick NL=Newfoundland & Labrador NT=Northwest Territories NS=Nova Scotia NU=Nunavut ON=Ontario PE=Prince Edward Island QC=Quebec SK=Saskatchewan YT=Yukon Territory

Must be a valid code. If "QC" then the Quebec Business Number must exist in the client's header.

YES


Phone number 367-377 11 0 N Optional – only validated for length and format. Please include LEADING zero(s).


Primary bank code/transit number

400-407 8 0 N This is a concatenation of the 3 digit bank code and 5 digit transit number. If not zero; must have Primary bank account number. EXCEPTION: If you use InfoHR to upload profiles, the bank code is 4 digits long and this field starts at position 399. Three-digit bank codes must start in the 2nd position of the field. (e.g. Bank code: 123 is stored as 0123)


Field Description


Size

No of Dec.


Valid Codes

Validation


Primary bank account number 408-419 12 A If not zero; must have Primary bank transit number and Primary bank code.

YES (conditional)

Deduction 9 - Amount 420-426 7 2 N Cannot be blank If not zero; deduction must be setup in PAYweb. If zero, deduction amount is zeroed out in the employee's profile in PAYweb (i.e. deduction is stopped).

YES (conditional)

Deduction 10 - Amount 427-433 7 2 N Cannot be blank If not zero; deduction must be setup in PAYweb. If zero, deduction amount is zeroed out in the employee's profile in PAYweb (i.e. deduction is stopped).

YES (conditional)

Additional federal tax 434-440 7 2 N If the Taxable Code is "A" (see columns 96-96), then there must be an additional federal tax amount.

YES (conditional)


Business Number Program ID 515-516 2 A Program Identifier for the CRA business number (e.g. RT)

Only required if Tax Form Option = 5 (T5018) see Validation for SIN

YES (conditional)

Termination Date 517-523 7 0 N If not zero, must be in CYYMMDD date format

Seniority Date 524-530 7 0 N Must be a valid date in a CYYMMDD format.

YES


Deduction 11 - Do Calc Flag 544-544 1 A Y=do calc N=do not do calc

If not blank; must be a valid code and deduction must be setup in PAYweb. If equal to "N", zero out deduction 11 amount and deduction 11 limit.




Field Description


Size

No of Dec.


Valid Codes

Validation















Field Description


Size

No of Dec.


Valid Codes

Validation







WCB code 649-649 1 A E=exempt 1=WCB Code 1 2=WCB code 2 (only if defined) 3=WCB code 3 (only if defined) 4=WCB code 4 (only if defined) 5=WCB code 5 (only if defined)

Must be a valid code. Valid codes are only those that are setup in the client's WCB header and are dependant on the employee's province of employment.

YES


Taxable benefit #1 amount 690-696 7 2 N If not zero; taxable benefit must be setup in PAYweb.





Employee reference number 725-729 5 A Optional – only validated for length

Annual Salary 730-738 9 2 N Optional – only validated for length and format

CRA Reference Number 739-742 4 A Reference Number for the CRA Business Number (e.g. 0001)

Only required if the Tax Form Option = 5 (T5018). See Validation for SIN

YES (Conditional)



Field Description


Size

No of Dec.


Valid Codes

Validation


Birth Date 749-756 8 0 N Must be a valid date in a YYYYMMDD format and the date must be greater than 10 years from the current system date.

YES

Surname 757-776 20 A Cannot be blank. YES

First Name 777-788 12 A Cannot be blank. YES

Middle Initial 789-789 1 A Not validated.

Address line 1 790-819 30 A Not validated.

Address line 2 820-849 30 A Not validated.

City 850-877 28 A Not validated.

Employee's Province 878-879 2 A AB=Alberta BC=British Columbia MB=Manitoba NB=New Brunswick NL=Newfoundland & Labrador NT=Northwest Territories NS=Nova Scotia NU=Nunavut ON=Ontario PE=Prince Edward Island QC=Quebec SK=Saskatchewan YT=Yukon Territory US=United States ZZ=Other


Country Code (Employee) 880-882 3 A In most cases, this will be "CAN" = Canada.

YES

Postal Code 883-888 6 A Optional – only validated for length and format



Field Description


Size

No of Dec.


Valid Codes

Validation


Pay stub delivery method 893-894 2 A PP=print only EE=email only

If the client's header is not setup for E-stubs, then it must be PP=print only. If client is setup for E-stubs, then it must be a valid code. Note: the pay stub delivery option will change with the implementation of the employee portal.

YES

Email address 895-944 50 A If Pay stub delivery method is EE, then an Email address is required. Note: when employee portal is implemented, do not allow a change to the email address if the Portal is Yes.

YES (conditional)

F1 Annual Federal Tax Deduction Amount

945-953 9 2 N Optional – only validated for length and format

K3 Annual Federal Tax Credit Amount


HD Annual Deduction for prescribed zone


LCF Federal Labour Sponsored Funds Tax Credit


F2 Alimony payments deduction 977-983 7 2 N Optional – only validated for length and format

Number of dependents 984-985 2 0 N Optional – only validated for length and format


Field Description


Size

No of Dec.


Valid Codes

Validation


Provincial exemption 986-990 5 0 N If the employee profile is NEW and Zero Provincial Exemption Flag is blank: amount must be greater than or equal to the basic provincial exemption amount.

If amount is less than the basic provincial exemption amount: then assume the basic provincial exemption amount.

If the Zero Provincial Exemption Flag = Z: zero out the basic provincial exemption amount in the employee's profile.

If the employee profile is a CHANGE, the Zero Provincial Exemption Flag is blank and the amount is zero or blank: no change is made to the profile.

If the employee profile is a CHANGE, the Zero Provincial Exemption Flag is blank and the amount is NOT zero or blank: then amount must be greater than or equal to the basic provincial exemption amount.

If amount is less than the basic provincial exemption amount: then no change is made to the profile.

YES

Quebec MR1916 991-995 5 0 N Only required if the Province of employment for the employee is "QC" and you have a QC business number.

YES (conditional)

K3P Annual Provincial Tax Credit Amount



Field Description


Size

No of Dec.


Valid Codes

Validation


LCP Provincial Labour Sponsored Funds Tax Credit


Deduction 1 - Limit 1012-1018 7 2 N If not zero; deduction must be setup in PAYweb.

YES (conditional)


YES (conditional)


YES (conditional)


YES (conditional)


YES (conditional)


YES (conditional)


YES (conditional)


YES (conditional)


YES (conditional)


YES (conditional)

Secondary bank transit number 1082-1086 5 0 N If not zero, must have Secondary bank code and Secondary bank account number.

Secondary bank code 1087-1089 3 0 N If not zero, must have Secondary bank transit number and Secondary bank account number.

Secondary bank account number

1090-1101 12 A If exists, must also have Secondary bank transit number and Secondary bank code. Otherwise leave BLANK.

Secondary deposit amount 1102-1110 9 2 N If Secondary bank transit number is not zero, then an amount greater than zero is required.



Field Description


Size

No of Dec.


Valid Codes

Validation


Third bank transit number 1112-1116 5 0 N If not zero; must have Third bank code and Third bank account number.

Third bank code 1117-1119 3 0 N If not zero; must have Third bank transit number and Third bank account number.

Third bank account number 1120-1131 12 A If exists, must also have Third bank transit number and Third bank code. Otherwise leave BLANK.

Third deposit amount 1132-1140 9 2 N If Third bank transit number is not zero, then an amount greater than zero is required.

Deduction # (11) 1141-1142 2 0 N Deduction number code YES (conditional)

Deduction 11 - Amount 1143-1149 7 2 N If not zero; Deduction 11-Percent must be zero and deduction must be setup in PAYweb.

YES (conditional)

Deduction 11 - Percent 1150-1156 7 4 N If not zero; Deduction 11-Amount must be zero and deduction must be setup in PAYweb.

YES (conditional)


YES (conditional)



YES (conditional)


YES (conditional)


YES (conditional)



Field Description


Size

No of Dec.


Valid Codes

Validation



YES (conditional)


YES (conditional)


YES (conditional)



YES (conditional)


YES (conditional)


YES (conditional)



YES (conditional)


YES (conditional)


YES (conditional)



YES (conditional)


Field Description


Size

No of Dec.


Valid Codes

Validation



YES (conditional)


YES (conditional)



YES (conditional)


YES (conditional)


YES (conditional)



YES (conditional)


YES (conditional)


YES (conditional)



YES (conditional)


YES (conditional)


Field Description


Size

No of Dec.


Valid Codes

Validation



YES (conditional)



YES (conditional)


YES (conditional)


YES (conditional)

PIP code 1371-1371 1 A Y=calculate PIP N=do not calculate PIP

Must be a valid code. If the employment province qualifies for PIP (i.e.one of the provinces defined as such in the system) and the code = "N": system issues a warning message. If the employment province does not qualify for PIP and the code = "Y": then system issues a warning message.

YES

Accrual Calculation Override Information for the Vacation Accrual: (The accrual calculation override received will replace the existing override for that particular accrual).

Calculation ID1 1372-1381 10 A If not blank; must be a valid code and must match the accrual setup for the client.

Do Calc Flag 1382-1382 1 A Y=do calc N=do not do calc

If Calculation ID1 is not blank; must be a valid code.

YES (conditional)

Effective From Date (MM/DD/YYYY)

1383-1390 8 0 N If Calculation ID1 is not blank; date is required in MMDDYYYY format. Cannot overlap with an existing accrual override record.

YES (conditional)

Effective To Date (MM/DD/YYYY)


YES (conditional)


Field Description


Size

No of Dec.


Valid Codes

Validation


Amount 1399-1413 15 5 N If Calculation ID1 is not blank; amount is required (i.e. this is a percentage, rate or flat amount depending on how the accrual is setup).

YES (conditional)

Accrual Calculation Override Information for the employee's Occupation: (The accrual calculation override received will replace the existing override for that particular accrual).

Code ID 1414-1423 10 A OCCUPATION If not blank; must be a valid code in the clients set p drivers.

Effective From Date (MM/DD/YYYY)


YES (conditional)

Effective To Date (MM/DD/YYYY)


YES (conditional)

Code Value 1440-1444 5 A If not blank; must be a valid code in the client’s setup drivers.

YES (conditional)

Zero Federal Exemption Flag 1445-1445 1 A Z or blank If "Z", then zero out the federal exemption amount in the employee's profile. If blank, then a federal exemption amount is required.

Zero Provincial Exemption Flag 1446-1446 1 A Z or blank If "Z", then zero out the provincial exemption amount in the employee's profile. If blank, then a provincial exemption amount is required.

Note:

For employees that are being added or changed, ALL employee profile information must be sent in the HR interface file. After the record received is validated, the interface program will replace the employee profile information for that employee in PAYweb.


Employee Profile Minimum Requirements Summary

For PAYweb to accept a NEW employee profile, the absolute least information you MUST provide either in the upload file OR directly entered into PAYweb before uploading any other Employee information, is as follows:

Employee number cannot be zero

Surname or first name cannot be blank

Employee’s province of residence cannot be blank or invalid

Employee’s birth date must be provided

Employee’s start date must be provided

Employee’s province of employment cannot be blank or invalid

Employee’s seniority Date must be provided

Employee’s active code (employment status) must be provided (A[ctive], I[nactive], L[aid off])

Employee’s language must be provided (E[nglish], F[rench])

Potential Errors in the Upload File

NOTE: If any of the following errors is displayed in the Employee Master Conversion Errors report either the data being uploaded is incorrect OR the system generating the file will not provide the data. In the latter case, you will have to contact PAYweb support for assistance. You may have to edit the employee profile manually. This is a list of ALL possible errors that could display for a new Employee Profile if you attempt to upload a file with missing or invalid values for each of the indicated fields.

Error Message Explanation

Employee number cannot be zero Employee number is missing or invalid. Client must provide an employee number (which must match PAYweb standards)

Surname or first name cannot be blank Employee name is missing

Invalid employee’s province code Incorrect or missing province of residence

Invalid birth date Incorrect or missing birth date – verify format matches to requirement

Invalid start date Incorrect or missing start date – verify format matches to requirement

Invalid SIN Incorrect or missing Social Insurance Number

Invalid employment province code Incorrect or missing province of employment (may not be the same as province of residence)

Invalid seniority date Incorrect or missing seniority date

Invalid active code Incorrect or missing status code A - Active I - Inactive (e.g. terminated) L - Laid off

Invalid taxable code Incorrrect or missing taxable code A - Actual C - Commission N - No P - Percent Y - Yes

Invalid CPP code Must be Y(es) or N(o)


Error Message Explanation

Invalid EI code Must be Y(es) or N(o)

Invalid WSIB code Missing WCB code (also used for WSIB or CSST) Must be set up in client header

Invalid type code Incorrect or missing Hourly/Salary Type Code Must be either H – Hourly S – Salary

Invalid tax form option Incorrect or missing Tax Form Option Must be one of the following four options: 1 – T4 3 – T4A Other 4 – No T4 5 – T5018

Invalid EI reduced code Must be Y(es) or N(o)

Invalid PIP code Must be Y(es) or N(o) Must be N(o) if Employment province is NOT Quebec (only available in QC – optional)

Invalid language Incorrect or missing Language Code. Must be E(nglish) or F(rench)

Invalid pay stub delivery method Incorrect or missing Must be PP – print paystub – do not email EE – email paystub – do not print NOTE: if the old code PE is used, PAYweb will automatically update it to EE. NOTE: if email is indicated, an email address is required.

Federal exempt is less than base This message also provides the amount sent by the client. It indicates the amount is less than the minimum exemption allowed

Federal exempt replace with base This message is printed with the one above. It provides the amount of the minimum exemption allowed and indicates that the amount sent has been replaced with the miminum exemption allowed

Provincial exempt is less than base This message also provides the amount sent by the client. It indicates the amount is less than the minimum exemption allowed

Provincial exempt replace with base This message is printed with the one above. It provides the amount of the minimum exemption allowed and indicates that the amount sent has been replaced with the miminum exemption allowed

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