0. INTRODUCTION
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. SCOPE
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.
1.3 Principles
- a Payroll Deductions Advice gives detailed information about
a payment.
- the payment is on behalf of one or more employees.
- the payment may be for multiple services.
- the payment may refer to multiple dates.
- commission amounts may be deducted from gross payments.
- a Payroll Deductions Advice is based on agreements between
the parties.
- the message allows for the transmission in the details
section of either complete information of individual employee
payments, or only the information regarding changes from
nominated regular payments.
2. REFERENCES
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:
Data element 0065 PAYDUC
0052 D
0054 96B
0051 UN
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.
0090 Segment group 1: RFF-DTM
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.
0120 Segment group 2: NAD-SG3
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.
0140 Segment group 3: CTA-COM
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.
0230 Segment group 5: DTM-SG6
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.
0250 Segment group 6: NAD-RFF-MOA-AJT-PAT-FTX
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)
AJT Adjustment details
AUT Authentication result
BGM Beginning of message
BUS Business function
CNT Control total
COM Communication contact
CTA Contact information
CUX Currencies
DTM Date/time/period
FII Financial institution information
FTX Free text
GIS General indicator
MOA Monetary amount
NAD Name and address
PAI Payment instructions
PAT Payment terms basis
RFF Reference
UNH Message header
UNS Section control
UNT Message trailer
Contents of PAYDUC