Ancillary Data Column Keywords

Column level keywords define the column usage for each data row and can only follow the keyword <DEFN>. Each column keyword must only occur once, if present.

Column Keywords

Description

<EMPID>	The employee number, to which subsequent data in the spreadsheet row applies. Must be a valid employee number. It can appear in any column of the definition row, but it is recommended it appears in the first column for spreadsheet clarity. Mandatory.
<ADDR1>	Employee home address line 1. Optional.
<ADDR2>	Employee home address line 2. Optional.
<ADDR3>	Employee home address line 3. Optional.
<ADDR4>	Employee home address line 4. Optional.
<POSTCD>	Employee home address postcode. Must comply with the relevant postcode template if available. Optional.
<ADDRMUN>	Employee home address municipality. Optional.
<ADDRREG>	Employee home address region. Optional.
<ADDRCTRY>	Employee home address country identifier. Optional.
<C1ADDR1>	Employee contact address 1 address line 1. Optional.
<C1ADDR2>	Employee contact address 1 address line 2. Optional.
<C1ADDR3>	Employee contact address 1 address line 3 Optional.
<C1ADDR4>	Employee contact address 1 address line 4. Optional.
<C1POSTCD>	Employee contact address 1 address postcode. Must comply with the relevant postcode template if available. Optional.
<C1ADDRMUN>	Employee contact address 1 municipality. Optional.
<C1ADDRREG>	Employee contact address 1 region. Optional.
<C1ADDRCTRY>	Employee contact address 1 country identifier. Optional.
<C2ADDR1>	Employee contact address 2 address line 1. Optional.
<C2ADDR2>	Employee contact address 2 address line 2. Optional.
<C2ADDR3>	Employee contact address 2 address line 3. Optional.
<C2ADDR4>	Employee contact address 2 address line 4. Optional.
<C2POSTCD>	Employee contact address 2 address postcode. Must comply with the relevant postcode template if available. Optional.
<C2ADDRMUN>	Employee contact address 2 municipality. Optional.
<C2ADDRREG>	Employee contact address 2 region. Optional.
<C2ADDRCTRY>	Employee contact address 2 country identifier. Optional.
<HOMETEL>	Employee home telephone number. Optional.
<WORKTEL>	Employee work telephone number Optional.
<MOBTEL>	Employee mobile phone number. Optional.
<C1TEL>	Contact 1 telephone number. Optional.
<C2TEL>	Contact 2 telephone number. Optional.
<EMAIL>	Employee (work) email address. Optional.
<EMAILDESC>	Employee (work) email address description. If the employee’s email address is present without a description, the description will be constructed from the employee’s name. Optional.
<EMAILPREF>	Employee email address preferred notification method. Must be Y or N. Optional.
<EMAILHOME>	Employee home email address. Optional, unless <EMAILDEFHOME> is set to Y.
<EMAILHOMEDESC>	Employee home email address description. If the employee’s home email address is present without a description, the description will be constructed from the employee’s name. Optional.
<EMAILDEFHOME>	Employee home email address in use indicator. Must be Y or N. Optional.
<FAXNO>	Employee fax number. Optional.
<SUSPFLG>	Employee suspended indicator. Must be N, T or Y. Optional.
<PSHAFLAG>	Employee send payslip to home address indicator Must be 1, 2, N or Y. Optional.
<NOTICE>	Employee notice period. Must exist in the NOTICE narrative category. Optional.
<KNOWNAS>	Employee known as name. Optional.
<ETHNIC>	Employee ethnic origin. Must exist in the ETHNIC narrative category or the narrative category specified in the ETHNIC HESA system parameter if populated. Optional.
<OAQUAL>	Employee overall qualification. Must exist in the OAQUAL narrative category. Optional.
<CNTRYBRTH>	Employee country of birth. Must exist in the CNTRYB narrative category. Optional.
<NATCIT>	Employee nationality/citizenship. Must exist in the NATCIT narrative category or the narrative category specified in the NATION HESA system parameter if populated. Optional.
<RELIGION>	Employee religion. Must exist in the RLGION narrative category or the HEROB narrative category if the RELBLF HESA system parameter for HESA is populated. Optional.
<OCCCLA>	Employee occupational group. Must exist in the OCCCLA narrative category. Optional.
<SEXORIEN>	Employee sexual orientation. Must exist in the SEXORI narrative category or the HESO narrative category if the SEXORT HESA system parameter for HESA is populated. Optional.
<RESSTATUS>	Employee residency status. Must exist in the RESSTT narrative category. Optional.
<PASSPORT>	Employee passport number. Optional.
<PPORTISSUE>	Passport country of issue identifier. Must exist in the ADCTRY narrative category. Mandatory if passport number exists.
<PPORTEXPDTE>	Passport expiry date. Must be a valid date. Mandatory if passport number exists.
<DISABLED>	Employee disabled indicator. Must be Y, N, R or U. Optional.
<1STAIDER>	Employee first aider indicator. Must be Y or N. Optional.
<EMPTYP>	Employee type. Must exist in the EMTYP narrative category. Optional.
<VISANO>	Employee visa number. Optional.
<VISAISSUE>	Employee visa issuing country. Must exist in the ADCTRY narrative category. Optional.
<VISAISSDTE>	Employee visa issue date. Must be a valid date. Optional.
<VISAEXPDTE>	Employee visa expiry date. Must be a valid date. Optional.
<NATCIT2>	Employee Nationality/Citizenship 2. Employee must have a UK legislation type. Must exist in the NATCIT narrative category or the narrative category specified in the NATION HESA system parameter if populated. <NATCIT> must be set before <NATCIT2>. Optional.
<VISATIER>	Employee visa tier. Employee must have a UK legislation type. Must exist in the MIGTIE narrative category. <VISANO> must be set before <VISATIER>. Optional.
<VISACAT>	Employee visa category. Employee must have a UK legislation type. Must exist in the MIGCAT narrative category. <VISANO> must be set before <VISACAT>. Optional.
<VISARSTR>	Employee visa restrictions. Employee must have a UK legislation type. Must exist in the VISRES narrative category. <VISANO> must be set before <VISARSTR>. Optional, unless <VISATIER> is set to Tier 4.
<VISAVERDTE>	Employee visa date verified. Employee must have a UK legislation type. <VISANO> must be set before <VISAVERDATE>. Optional.
<PPORTVERDTE>	Employee passport date verified. Employee must have a UK legislation type. <PPORTNO> must be set before <VISACAT>. Optional.
<COSNO>	Employee certificate of sponsorship (CoS) number. Employee must have a UK legislation type. CoS Number must be 11 characters long. Optional.
<COSISSDTE>	Employee certificate of sponsorship (CoS) date of issue. Employee must have a UK legislation type. <COSNO> must be set before <COSISSDTE>. Optional.
<COSEXPDTE>	Employee certificate of sponsorship (CoS) expiry date. Employee must have a UK legislation type. This must be three months after the <COSISSDTE>. <COSNO> and <COSISSDTE> must be set before <COSEXPDTE>. Optional.
<VISAUKEDTE>	Employee UK entry date for visa. Employee must have a UK legislation type. Optional, unless <VISATIER> is set to Tier 2 or Tier 5.
<RTIIRRPAY>	RTI irregular pay indicator. Must be Y or blank (to clear the indicator). Optional.
<RTIHRSCDE>	RTI hours override code. Must be A, B, C, D, E or blank (to clear the override code field). Optional.
<RTIEXPAT>	RTI expat indicator. Must be Y or blank (to clear the indicator). Optional.
<RTIOCCPEN>	RTI occupational pension indicator. Must be Y or blank (to clear the indicator). Optional.
<RTINONIND>	RTI payment to a non-individual indicator. Must be Y or blank (to clear the indicator). Optional.
<RTIFPSINC>	RTI include in FPS indicator. Must be Y or blank (to clear the indicator). Optional.
<RTIPREVID>	RTI previous Payroll ID. Any leading spaces included in the payroll ID are automatically removed. Optional.
<RTINIVER>	RTI NI verification request indicator. Must be Y or blank (to clear the indicator). Optional.
<RTISTRIKE>	RTI on strike indicator. Must be Y or blank (to clear the indicator). Optional.
<RTILPAYRSN>	Late PAYE reporting reason. Must exist in the RTILPR narrative category. Optional.
<RTIOPW>	RTI off-payroll worker indicator. Must be Y or blank (to clear the indicator). Optional.
<AESPRP>	AES alternative PRP indicator. Must be Y, N or _ (to clear the Use Alt PRP for AES check box in Pension Detail against the employee). Optional.
<AESMULTI>	Multiple Contract AES indicator. Must be Y or blank. Y is only permitted if the employee’s control group is set to allow multiple contract AES employees. Optional.
<AESMAIN>	Copy AES enrolment details to main post if already enrolled. Must be Y (copy existing enrolment details to main post), N (copy existing enrolment details to all posts) or blank. If the employee has not been enrolled, the details are copied to all posts regardless of the setting of this keyword. Mandatory if <AESMULTI> is set to Y.
<DISABILITY1>	Employee's disability status. Must exist in the DSABLE narrative category or the HEDIS narrative category if the DISABLE HESA system parameter value is populated in HESA System Parameters. Optional.
<DISABILITY2>	Employee's disability status. Must exist in the DSABLE narrative category or the HEDIS narrative category if the DISABLE HESA system parameter value is populated in HESA System Parameters. Optional. A value can only be entered if <DISABILITY1> is not blank.
<DISABILITY3>	Employee's disability status. Must exist in the DSABLE narrative category or the HEDIS narrative category if the DISABLE HESA system parameter value is populated in HESA System Parameters. Optional. A value can only be entered if <DISABILITY1> to <DISABILITY2> are not blank.
<DISABILITY4>	Employee's disability status. Must exist in the DSABLE narrative category or the HEDIS narrative category if the DISABLE HESA system parameter value is populated in HESA System Parameters. Optional. A value can only be entered if <DISABILITY1> to <DISABILITY3> are not blank.
<DISABILITY5>	Employee's disability status. Must exist in the DSABLE narrative category or the HEDIS narrative category if the DISABLE HESA system parameter value is populated in HESA System Parameters. Optional. A value can only be entered if <DISABILITY1> to <DISABILITY4> are not blank.
<DISABILITY6>	Employee's disability status. Must exist in the DSABLE narrative category or the HEDIS narrative category if the DISABLE HESA system parameter value is populated in HESA System Parameters. Optional. A value can only be entered if <DISABILITY1> to <DISABILITY5> are not blank.
<DISABILITY7>	Employee's disability status. Must exist in the DSABLE narrative category or the HEDIS narrative category if the DISABLE HESA system parameter value is populated in HESA System Parameters. Optional. A value can only be entered if <DISABILITY1> to <DISABILITY6> are not blank.
<DISABILITY8>	Employee's disability status. Must exist in the DSABLE narrative category or the HEDIS narrative category if the DISABLE HESA system parameter value is populated in HESA System Parameters. Optional. A value can only be entered if <DISABILITY1> to <DISABILITY7> are not blank.
<DISABILITY9>	Employee's disability status. Must exist in the DSABLE narrative category or the HEDIS narrative category if the DISABLE HESA system parameter value is populated in HESA System Parameters. Optional. A value can only be entered if <DISABILITY1> to <DISABILITY8> are not blank.
<HCPCREG>	Employee's HCPC (Health and Care Professions Council) registration number Must be one of the following formats: AA999999 (two letters followed by six digits) AAA999999 (three letters followed by six digits) Optional.
<EXCUSC53>	Exclude the employee from the Additional USC Week 53 Thresholds. Must be Y to exclude, N to include or Blank. Irish legislations only. Optional.
<GENDERID>	Gender Identity. Must exist in the GENID narrative category. Optional.
<SEXATBIRTH>	Sex assigned at birth. Must exist in the SEXATB narrative category. Optional.
<PREFPRON>	Preferred pronouns. Must exist in the PGP narrative category. Optional.
<SELFDESCGENID>	Self Desc Gender Identity. Optional.
<SELFDESCBIRTH>	Self Desc Sex Assigned at Birth. Optional.
<SELFDESCPRONOUNS>	Self Desc Preferred Pronouns. Optional.
<SELFDESCSEXORI>	Self Desc Sexual Orientation. Optional.
<NMWCHECK>	Include the employee in the NMW check. Must be Y or N. Optional.
<NMWCALCTYPE>	Set the NMW calculation type. Must be SALARY or TIME. Optional.
<NMWOVERRIDEEWPY>	Override the term time weeks value set at control group level. Must be Y or blank. Optional.
<NMWTERMTIMEWPY>	Set the term time weeks per year value to override the value set at control group level. Optional.
<NMW_CALC_YR_ST_DATE>	Set the calculation year start date for salaried workers. Must be format DDMM. Optional.
<NMW_ANNUAL HOURS>	Set the annual hours threshold value. Must be format 9999.99. Optional.
<GPGEFFDATE>	Gender pay gap effective date. Must be format DDMMYYYY. Optional.
<GPGEXCSTATUS>	Gender pay gap exception status. Must exist in the GPSTAT narrative category. Optional.
<NATCIT2>	Employee nationality/citizenship 2. Must exist in the NATCIT narrative category or the narrative category specified in the NATION HESA system parameter if populated. Nationality/Citizenship must be populated first. UK legislation only. Optional.
<VISATIER>	Visa tier. Must exist in the MIGTIE narrative category. Visa Number must be populated first. UK legislation only. Optional.
<VISACAT>	Visa category. Must exist in the MIGCAT narrative category. Visa Number must be populated first. UK legislation only. Optional.
<VISARSTR>	Visa restrictions. Visa Number must be populated first. Must exist in the VISRES narrative category. UK legislation only. Mandatory if Visa Tier is Tier 2.
<VISAVERDTE>	Visa verified date. Must be a valid date. Visa Number must be populated first. UK legislation only. Optional.
<VISAUKEDTE>	Visa UK entry date. Passport expiry date. Visa Number must be populated first. UK legislation only. Mandatory if Visa Tier is Tier 2 or Tier 5.
<COSNO>	Certificate of sponsorship (CoS) number. UK legislation only. Optional.
<COSISSDTE>	Certificate of sponsorship (CoS) issue date. Must be a valid date. UK legislation only. Mandatory if CoS Number is populated.
<COSEXPDTE>	Certificate of sponsorship (CoS) expiry date. UK legislation only. Mandatory if CoS Number is populated.
<NMW_PER_HRS_IND>	The period hours source indicator for the National Minimum Wage (NMW) calculation. Must be C (contract hours), W (work pattern), or blank. UK and IE legislations only. Optional.
<ABSSERVIND>	Absence Service Start Date Indicator. Enter one of the following to specify the date that should be used to calculate the employee's length of service: C to use the employee’s current start date. O to use the employee’s original start date. P to use the employee's post start date. Optional.
<RLBORIDESERVDATE>	Override Service Start Date. Must be format DD/MM/YYYY. Optional.
<FREE_EDATE>	Mandatory if the <FREEPORT> field is set to Y or if the employee is already flagged as a Freeport worker. Must be a valid date. Cannot be prior to 6^th April 2022. Cannot be greater than 36 months after the Freeport worker Start Date.
<FREE_SDATE>	Mandatory if the <FREEPORT> field is set to Y or if the employee is already flagged as a Freeport worker. Must be a valid date. Cannot be prior to 6^th April 2022.
<FREEPORT>	Freeport Worker Indicator must be Y, N, or blank. N will clear associated start and end date values. Optional.
<VET_EDATE>	Mandatory if the <VETERAN> field is set to Y or if the employee is already flagged as a veteran. Must be a valid date. Cannot be greater than 12 months after the Veteran Start Date.
<VET_SDATE>	Mandatory if the <VETERAN> field is set to Y or if the employee is already flagged as a veteran. Must be a valid date.
<VETERAN>	Veteran Indicator must be Y, N, or blank. N will clear associated start and end date values. Optional.
<EXCLUDE_FROM_TA>	Exclude employee from Time and Attendance. Must be Y, N, or blank. Blank leaves the employee data as is. Optional.
<IZONE_EDATE>	Mandatory if the <IZONE> field is set to Y or the employee is already flagged as an Investment Zone worker. Must be a valid date. Cannot be prior to the Investment Zone Worker Start Date. Cannot be greater than 36 months after the Investment Zone Worker Start Date.
<IZONE_SDATE>	Mandatory if the <IZONE> field is set to Y or the employee is already flagged as an Investment Zone worker. Must be a valid date. Cannot be prior to 6^th April 2022.
<IZONE>	Investment Zone Worker Indicator must be Y, N, or blank. N will clear associated start and end date values. Optional.