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Payroll deductions advice message
This specification provides the definition of the Payroll deductions advice message (PAYDUC) to be used in Electronic Data Interchange (EDI) between trading partners involved in administration, commerce and transport.
1.1. Functional Definition
The Payroll Deductions Advice is sent by a party (usually an employer or its representative) to a service providing organisation, to detail payments by payroll deductions, on behalf of employees, made to the service providing organisation.
1.2. Field of Application
This message may be applied for both national and international payment advices where payment is through payroll deductions. It is based on general commercial practice and is not dependent on the type of business or industry.
See UNTDID, Part 4, Chapter 2.6 UN/ECE UNSM - General Introduction, Section 1.
3. TERMS AND DEFINITIONS
See UNTDID, Part 4, Chapter 2.6 UN/ECE UNSM - General Introduction, Section 2.
4. MESSAGE DEFINITION
4.1. Data Segment Clarification
This section should be read in conjunction with the Branching Diagram and the Segment Table which indicate mandatory, conditional and repeating requirements.
4.1.1. Header section
Information to be provided in the Header section:
0010 | UNH, Message header
A service segment starting and uniquely identifying a message. The message type code for the Payroll deductions advice message is PAYDUC.
Note: Payroll deductions advice messages conforming to this document must contain the following data in segment UNH, composite S009:
0020 BGM, Beginning of message
A segment for unique identification of the Payroll Deductions Advice message, the type of Payroll Deductions Advice and its function.
0030 PAI, Payment instructions
A segment specifying the payment means (e.g. cheque or direct bank transfer) and, if required, the payment channel for the Payroll Deductions Advice. The payment conditions may also be specified.
0040 FII, Financial institution information
A segment identifying the financial institution (e.g. bank) and account number of the issuing party, and, where required, the receiving party.
0050 DTM, Date/time/period
A segment specifying the date, and if required the time, that the payment associated with this Payroll Deductions Advice message has been sent. If needed, repeating segments may include the message date, the date and time associated with any validation keys and other dates relevant to the whole of the message.
0060 CUX, Currencies
A segment giving the currency and the associated exchange rate of the total amount paid to the service organisation in relation to this advice.
0070 PAT, Payment terms basis
A segment to indicate payment terms applicable to the whole message, such as the number of periods covered by the payroll deductions advice.
0080 FTX, Free text
A segment for free text information in coded or clear form, to give further clarification when required to the Payroll Deductions Advice message. It should be noted that the use of clear text may require special processing of this segment.
A group of segments specifying references and issue dates of payment instruments associated with this message. Examples are check payments or bank transfers.
0100 RFF, Reference
A segment for referencing payment instruments, e.g. a reference to a check payment or bank transfer.
0110 DTM, Date/time/period
A segment specifying the issue date of a payment instrument associated with this message, e.g. the date of a cheque.
A group of segments identifying names and addresses relevant to the Payroll Deductions Advice.
0130 NAD, Name and address
A segment identifying the name and address of the parties associated with the Payroll Deductions Advice and their functions. Examples are: the employer, the recipient system and the name and address of the payer's financial institution if required.
A group of segments identifying contact persons or department and their communication number.
0150 CTA, Contact information
A segment giving additional contact information of a person or department specified in the NAD segment and to whom communication should be directed.
0160 COM, Communication contact
A segment specifying communication contact number.
4.1.2. Detail section
Information to be provided in the Detail section:
0170 Segment group 4: GIS-RFF-MOA-BUS-CUX-SG5 A group of segments identifying individual service groups, and the monetary amounts for each service group included in the total payment. If necessary, the amounts for each individual service group may be calculated in an agreed currency.
0180 GIS, General indicator
A segment relevant to the processing of segment group 6, to indicate whether all individual employee payment details, or only changes from a nominated standard payment are provided.
0190 RFF, Reference
A segment identifying each individual service group.
0200 MOA, Monetary amount
A segment giving the monetary amounts for standard payments (if applicable, both the previous and the new standard) for a service group, the commission amounts if any, and the (net) total payment amount for a service group included in the total payment. If required, other monetary amounts relevant to a service group may also be given.
0210 BUS, Business function
A segment to provide additional identification for each individual service group.
0220 CUX, Currencies
A segment identifying the currency and associated exchange rate of the monetary amounts calculated for a service group.
A group of segments specifying dates when payments were deducted from the payroll.
0240 DTM, Date/time/period
A segment specifying the date when a payment was deducted from the payroll.
A group of segments providing the details of individual pay deductions made on behalf of each employee (service group member) for payment to a service group. Either complete details, or only changes from a standard amount may be specified. For changes, either the actual amount remitted for an employee or the variation from the previous standard may be provided. Variations may be of a temporary or permanent type.
0260 NAD, Name and address
A segment identifying the name of the employee (service group member) for whom payments are made by pay deduction.
0270 RFF, Reference
A repeating segment providing the reference identification of the employee as referred to by the originating party (e.g. the employer) and by the service group (these references may differ).
0280 MOA, Monetary amount
A segment giving the monetary amount deducted for an employee to pay the service group. When changes only are specified in the GIS segment of segment group 4, the previous standard amount needs to be stated together with either the actual payment included in the total remittance, or the variation from the standard amount. The status data element needs to be used to indicate a permanent or temporary variation. If required, the current standard amount may also be given.
0290 AJT, Adjustment details
A segment indicating the reason for an adjustment to the standard payment amount.
0300 PAT, Payment terms basis
A segment giving the number of pay periods and, if required, the pay frequency (as part of the type of period).
0310 FTX, Free text
A segment for free text information in coded or clear form, to give further information at the employee level if required. This may be used, for example, to further specify the reason for a variation from the standard monetary amount. It should be noted that the use of clear text may require special processing of the FTX segment information.
4.1.3. Summary section
Information to be provided in the Summary section:
0320 UNS, Section control
A service segment placed at the start of the summary section to avoid segment collision.
0330 MOA, Monetary amount
A segment giving the total amount paid to the service organisation in relation to this advice.
0340 CNT, Control total
A segment to provide message control totals as required. It should be noted that a balancing monetary total is always provided by the total amount paid to the service organisation.
0350 AUT, Authentication result
A segment to specify the results of the application of an authentication procedure, enabling to check the authenticity of the sender and the integrity of the data.
0360 UNT, Message trailer
A service segment ending a message, giving the total number of segments in the message and the control reference number of the message.
4.2. Data segment index (Alphabetical sequence by tag)
4.3. Message structure
4.3.1. Segment table
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