wps company validation utility

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Central Bank of The United Arab Emirates

Wages Protection System

Company Validation Utility

Document Code WPS-CVU01 Version 2014-001

WPS Utility Version 21.00.00.0 Build 20140315

Published: 15th March 2014

Valid From: 15th March 2014


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Wages Protection System (WPS)

Company Validation UtilityDocument Code: WPS-CVU01

Proprietary & Confidential Page 3 of 41

2. Table of Contents1. List of Labour Authorities supported in UAEWPS .................................... 22. Table of Contents ........................................................................ 33. Document Overview ...................................................................... 5

3.1. Wages Protection System .......................................................... 54. System Requirements .................................................................... 65. Installation Instructions ................................................................. 7

5.1. Pre-requisites ........................................................................ 75.2. Installing .............................................................................. 7

6. First Use of the Utility ................................................................. 137. Using the Utility ........................................................................ 16

7.1. Configuration Files ................................................................ 167.2. Reference Data File ............................................................... 167.3. Date specific directories ......................................................... 16

8. File Menu ................................................................................. 209. Wages Protection System ............................................................. 21

9.1. File Types .......................................................................... 219.2. Verify Files ......................................................................... 229.3. Bulk Verify Files ................................................................... 23

10. Additional Utilities................................................................... 2410.1. Define Mapping ................................................................. 2410.2. Convert to WPS Format ........................................................ 29

11. Verify&Forward Files ................................................................ 3312. Update Configuration Files ......................................................... 3513. Maintain Reference Database ...................................................... 3614. Employers File Format .............................................................. 37


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15. Employees File Format .............................................................. 3816. Employee Account with Agent File Format ...................................... 3917. Primary Sector Codes ............................................................... 40


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3. Document OverviewThis document provides the installation instructions and the usage guidance forthe Wage Protection System Company Validation Utility (WPSCVU). TheWPSCVU is a utility that can be safely used by companies to verify the formatsof the salary files that needs to be provided to their bankers for onwarddelivery to the WPS.

3.1 . Wages Pr ot ect i on Syst emKindly refer to Wages Protection System Company Responsibility Guide{Document reference: WPS-CRG01} that details the various responsibilities ofthe companies, limited to the data to be provided to their bankers for onward

delivery and processing in the WPS.


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4. System RequirementsThe application can be installed on any Windows PC/Workstation. Theminimum configuration of the Windows PC/Workstation is as indicated below inthis section.

1 x Windows 2000/XP PC

2 GB Memory

100GB available HDD

CD ROM Drive


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5. Installation Instructions5.1 . Pre-requisi tes

Have the following information handy:

Mandatory

The Drive & Directory, where you wish to install the application.

The authority to which you report to. The supported authorities are aslisted in Section 1.

Optional

A TXT file containing the list of the EMPLOYEE-ID as provided by theLRA to each and every one of the employees of the various EMPLOYERs.Note that this is only required if you want the utility to validate theEMPLOYEE ids contained in the files. The format of the file is specifiedin Section 15

A TXT file containing the list of the EMPLOYER-ID as provided by theLRA to each and every one of the EMPLOYERs. Note that this is onlyrequired if you want the utility to validate the EMPLOYER ids containedin the files. The format of the file is specified in Section 14

A TXT file containing the list of the ACCOUNT-NUMBERS as issued byyour institution (the entity) for each and every worker/employee. Notethat this is only required if you want the utility to validate the EMPLOYERids contained in the files. The format of the file is specified in Section16

5.2 . Instal l ingThe installation of the utility is simple and should not take more than a fewminutes if done properly. You would have received a compressed package

named WPSUTILS.ZIP. This is required for you to begin the installationprocess. Have this ready and follow the instructions.

Copy the file WPSUTILS.ZIP into C:\TEMP

After copying open Windows Explorer

Navigate to C:\Temp. You should be able to see the file.

Select the file


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Now press the Right Hand Side button on your pointing device (Mouse)

Highlight the Extract files option


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Now press the OK button. Once all the files have been extracted theWinZip utility window will close.

Navigate to C:\WPSUTIL. You should be able to see the following files.


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Select and double-click the file EWPMS.INI

The file will be opened using NotePad and the contents will be presentedto you as depicted below.

In the second line below [APPSDATA], the default value will beAppsDir=C:\WPSUTIL\. Change this to the path you had indicated forthe installation. In this document the path used was C:\WPSUTIL.

Now close the file after saving the changes made.


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6. First Use of the UtilityThe utility can be invoked using the EWPMS.EXE. The very first time theapplication is invoked, the user will be solicited for a few details as explainedbelow.

When the EWPMS.EXE is invoked, a screen as depicted below willappear.

Choose the Corporate option by clicking on the RADIO BUTTON. ATthis time the system allow you to choose the authority to which you areaffiliated.

Have employer data file and will use to validateIf you have theEMPLOYER id file in the format specified in Section 14then indicate so

by clicking the check-box. The file name for upload will be solicitedlater.


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Have employee data file and will use to validateIf you have theemployee id file in the format specified in Section 14then indicate so byclicking the check-box. The file name for upload will be solicited later.

Have employee account data file and will use to validateIf you havethe employee account file in the format specified in Section 14thenindicate so by clicking the check-box. The file name for upload will besolicited later.

Once you have keyed in all the details, click the Create Data Storebutton.

If you checked off the Have employer data file and will use tovalidate, then at this time, the installer will solicit the user to select

the file containing the list of the EMPLOYER ids.

Select the file and hit the Open button. The installer will verify thedata.

The same applies to the files required for the other two check-boxes.Files will be loaded and stored for validation when the utility is used.


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Press OK. This will exit the installer.

When the utility has been successfully installed, you can observer that thefollowing directories as depicted have been created for use.


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7. Using the UtilityThe utility can be invoked using the EWPMS.EXE. You may want to create aShortcut on your desktop for ease of access.

7.1 . Confi gur at ion Fi l esThe entity specific configuration files are all required to be available under theCONFIGS folder of the main application directory. Ensure that you secure acopy of these immediately post installation and after every update.

Whilst the WPSDATASTORE.INI is a configuration file that stores yourinstallation specific parameters, the other configuration files are standard asprovided by CBUAE. Updates as and deemed necessary will be provided to allthe entities.

7.2 . Ref erence Dat a Fil eThe following data files (if chosen during installation) are stored for referencepurposes. Ensure that you secure a copy of these immediately post installationand after every update.

7.3 . Dat e speci f ic di rect or i esWhen the utility is invoked, there are date specific directories that created forease of storing file as per processing date.


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7.3.1. WPS Usage Not i ceEvery time the application is invoked the window. As depicted below, shall pop-up

and solicit an appropriate response.

Choose between I agree and I disagree.

If you have chosen I disagree the Abort button will be displayed.

Click the same to abort.


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If you have chosen I agree the Proceed button will be displayed.Click on the same to continue.

7.3.2. Main MenuWhen the application is invoked the main window is presented as depictedbelow.


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8. File MenuThe following functions are available under this menu

Set PrinterAllows the users to select a printer for the session.

ExitAllows the users to exit the utility.


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9. Wages Protection System

9.1 . File Ty pesThis function allows the user to select a specific file type and provides thefollowing information pertinent to the chosen file type.

The File Type

The file name suffix

The file name prefix length and parts

The record types allowed in the file

Description of the records in the file.


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9.2 . Ver i f y Fi lesThis function allows the user to search for a specific data file and validate the

contents of the data file. The user will need to choose the file type prior toselecting the data file for validating.


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Once a file has been selected for verification, then the system records all theerrors it finds in the chosen file in the Results window.

9.3 . Bulk Ver i f y Fi l esThe following functions are available under this menu

Auto Validate SIF.Allows the user to bulk verify all the SIF files placed in the

C:\WPSUTIL\WPSDB\SOURCE\ path. All the files that are found to beOK are moved to the C:\WPSUTIL\WPSDB\GOOD\yyyymmdd\ folderwhilst those that fail the validation are moved to C:\WPSUTIL\WPSDB

\BAD\yyyymmdd\

The same is applicable for all the other file types.


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10. Additional Utilities

10.1. Def i ne Mappi ng

This function allows the user to define either a generic or customer specific XLSto SIF field mapping. Once a generic or customer specific mapping has beendefined and stored, the same will be used by the system to convert XLS filesinto SIF.

The initial screen as displayed is shown below:


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The only available option is to define the mapping for SIF. Click on the drop-down-list-box and select SIF. The system will fetch the default and display thedetails as depicted below.

The EDR record in the SIF file has 10 fields and each of these fields can be mappedto a different field in the source XLS. If the record type EDR is not available in

the XLS file then you will need to indicate the XLS column as 0. This is the casein the example used in this document.


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In this document the mapping is being defined for the source XLS as depictedbelow and this mapping is customer specific for company 473858

The XLS fields are as below

Employee ID Col D Col 4

Agent Routing Code Col E Col 5

Employee Account Col F Col 6

Pay Start Date Col G Col 7

Pay End Date

Col H

Col 8

Days in Period Col I Col 9

Fixed Income Col J Col 10

Variable Income Col N Col 14

Days on Leave Col O Col 15

This information has to be keyed in using the facility provided. Once thecolumns are mapped, then the user must validate the mapping by clicking on the

button. At this time errors if any in the mapping will bereported.


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Fix the errors and click on the button again. If the mapping

is fine then the will be enabled.


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At this time, the user will need to click on the button.

The following message box will be displayed and a response solicited from theuser.

As we plan to store this mapping specific to a company 473858 we will clickon YES. If the need is to store it as a generic mapping then click on No

The EMPLOYER id will need to keyed in the provided field and the system wouldsave this mapping as specific to this company.


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10.2. Convert t o WPS FormatOnce a generic or specific mapping has been defined and ready for use, XLSfiles from companies can be converted into SIF using the below identified

function.

The default screen is as depicted below


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Enter the employer id

Enter the bank through which the SIF will be sent out to WPS

Select SIF from the drop-down-list-box

The system will now solicit the user to identify the XLS file to beconverted.

Navigate and select the file


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Now click on Open. The XLS file will be converted into a SIF file

The SIF file is then placed in a pre-defined folder for further processing.?:\???\ \WPSDB\SIFFILES\*.SIF. The screen print of the generated SIF is asbelow


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11. Verify&Forward Files

Files generated by application, must be verified and forwarded for furtherprocessing. A sample screen shot is provided below for SIF.

Files are placed in the root directory meant for the file type.

The function is invoked. This allows for the files to be validated and processed.


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Upon completion of the process, the SIF files that can be forwarded to the WPS@CBUAE is placed in the directory FORWPS under the root directory for a filetype.


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12. Update Configuration Files


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13. Maintain Reference Database


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14. Employers File FormatID FieldLabel MaxSize Type Use Mandated contents / Remarks

01 EmployerID

13 AN M The unique id for the employer as assigned by MOL.This field will have to be padded with leading zeros ifthe length is less than the maximum specified length of13.

02 EmployerName

35 AN O Only English, Documentary

03 EmployerPO BOX

8 N O Documentary

04 EmployerEmirateCode

1 N O If present, then must be a valid emirate ID

1 Abu Dhabi

2 Dubai

3 Sharjah

4 Ajman

5 Ras Al Khaimah

6 Umm Al Qaiwan

7 Fujeirah

05 PrimaryEconomicActivityID

2 N O Refer to Section 17for the list of valid codes againstwhich the provide data will be validated if provided.

06 CompanyActive

1 A O Yes / No

07 TradeLicenseNumber

20 AN O Documentary

08 TradeLicenseExpiryDate

10 D O Must be a valid date as YYYY-MM-DD if the data ispresent


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15. Employees File FormatThe employee file may contain the following information.

ID Field Label MaxSize

Type Use Mandated contents / Remarks

01 EmployeeID

14 A M Person Id as assigned by MOL. This field will have to bepadded with leading zeros if the length is less than themaximum specified length of 14.

02 EmployeeName

100 A O Can be left blank if information not available.

03 EmployeeNationality

3 A O Can be left blank if information not available. If datais present then it should conform to ISO 3166-1-alpha

country codes.

04 EmployerID

13 N O If left blank the system will fill in the value as keyed induring the installation

05 EmployeePassportNumber

15 AN O Documentary

06 EmployeeResidenceVisaNumber

15 AN O Documentary

07 EmployeeLabourCardNumber

15 AN O Documentary

08 EmployeeEmiratesID

15 AN O Documentary

09 LC Active 1 A O Yes or No


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16. Employee Account with Agent File FormatID Field Label MaxSize Type Use Mandated contents / Remarks

01 EmployeeID

14 A M Person Id as assigned by MOL. This field will have to bepadded with leading zeros if the length is less than themaximum specified length of 14.

02 AccountNumber

30 AN M The account as held in the books of the bank for thecustomer (employee)

03 AccountTitle

50 AN O Can be left blank if information not available.


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17. Primary Sector CodesThe codes as indicated are valid as at the time of publishing this document.

Additions/Deletions are possible and will be made available to Banks, ExchangeHouses and 3rdParty Service Providers from time to time. Updating this and/orother related documents is at the sole discretion of the CBUAE.

CODE Category Sub Category

11 AGRICULTURE AND ALLIED ACTIVITIES Cultivation of Crops

12 AGRICULTURE AND ALLIED ACTIVITIES Poultry Farming

13 AGRICULTURE AND ALLIED ACTIVITIES Fishing

14 AGRICULTURE AND ALLIED ACTIVITIESOther Activities (Cattle rearing, farming,etc)

21 MINING AND QUARRYING Crude Petroleum and Natural Gas

22 MINING AND QUARRYING Others

31 MANUFACTURE Food

32 MANUFACTURE Beverages

33 MANUFACTURE Textile, Leather, Footwear and Clothing

34 MANUFACTURE

Furniture, Fixtures and Other Wood

Products

35 MANUFACTURE Paper and Paper Products

36 MANUFACTURE

Chemical and Chemical Products

(excluding petroleum products)

37 MANUFACTURE Petroleum Refining and Chemicals

38 MANUFACTURE Basic Metal Products including aluminum

39 MANUFACTUREFabricated Metal Products, Machineryand Equipment.

3A MANUFACTURE Construction Materials (bricks, tiles, etc)

3B MANUFACTURE Other manufacturing

40 ELECTRICTY, GAS AND WATER

51 CONSTRUCTION Construction of Buildings

52 CONSTRUCTION Other Construction

61 TRADEWholesale trade in ConstructionMaterials

62 TRADE Wholesale trade in Motor Vehicles

63 TRADE Wholesale trade in Others

64 TRADE Retail trade


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71 TRANSPORT, STORAGE AND COMMUNICATION Taxies and Other Land Transport

72 TRANSPORT, STORAGE AND COMMUNICATION Water Transport

73 TRANSPORT, STORAGE AND COMMUNICATION Air Transport

74 TRANSPORT, STORAGE AND COMMUNICATION Warehousing and Storage

75 TRANSPORT, STORAGE AND COMMUNICATION Others

81 FINANCIAL INSTITUTIONS Insurance companies

82 FINANCIAL INSTITUTIONS Other financial institutions

91 SERVICES Hotels and Restaurants

92 SERVICESRepair Work (repair of motor vehicles,air conditioners, etc)

93 SERVICESRecreation Services (Cinemas, SportsClubs, etc)

94 SERVICES Other Services

A1 GOVERNMENT Federal Government (U.A.E)

A2 GOVERNMENT Emirate Government

A3 GOVERNMENT Local Government

B0 EMPLOYEEAL

C0 OTHERS

wps company validation utility

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