Your Master Employee File will look different depending on which system you use. FISCAL is designed to handle employee data flexibly - whether they have multiple address, bank accounts, or other variations. This flexible structure works with many different systems and makes it straightforward to map to your own employee setup.
In this article:
- Employee data overview
- Employee data files and format requirements
- Employee data fields
- Sample employee file
Employee data overview
Employee types you should include in your extracts:
- All permanent and temporary staff paid through payroll
Employee types not to be included in your extracts:
- Contractors paid via invoice
Employee data files and format requirements
Files
You need to produce just a current extract:
- The Current extract is a full extract of all your active Employees. We recommend this is uploaded daily.
When an employee leaves, the employee record in FISCAL will be marked as inactive based on the employee record not be included in the next upload.
Format
Extracts must be in one of the following formats .csv, .tsv, .xlsx or .txt format. For .txt files the values must be separated by commas. For .csv files, the file must be encoded as UTF-8.
Specific requirements for employee data
- All text fields should be qualified with double quotes (e.g. "Test Supplier, Ltd"). Any double quotes occurring inside a text field must be escaped with another double quote (e.g. 50” Television becomes “50”” Television”).
- All date fields must be in the same date format. FISCAL accepts many different formats for dates, including dd/mm/yyyy, mm/dd/yyyy, yyyy/mm/dd etc. Timestamps can also be included in the format hh:mm:ss.
- Include each variation (like different addresses or bank accounts) of an employee as a separate line in your file, using the same UID for all of them. FISCAL will automatically combine these lines into a single employee record.
- Contact details must be the personal details of the employee rather than their work contact information.
- You may provide additional fields for data that is relevant to your organisation. These fields will be for display purposes only.
- Do not use placeholders in any fields, such as ‘0’,’N/A’,’-’, etc.. If data isn’t available, leave it blank.
Employee data fields
| Field | Description | Purpose | Format |
|---|---|---|---|
| Employee UID | A system generated unique reference that identifies the employee. This value must be unique per employee, however there may be multiple records for the same employee using the same UID if the employee has multiple details for a field, for example multiple addresses. |
Used to update the employee record in FISCAL when it is re-uploaded with changes. Mandatory |
Alphanumeric Character limit: 255 |
| Contact Email | Employee's personal email address. |
Used for risk analysis. Recommended |
Alphanumeric Character limit: 255 |
| Contact Name | Employees full name. |
Used for risk analysis. Recommended |
Alphanumeric Character limit: 200 |
| Contact Phone | Employees personal phone number. |
Used for risk analysis. Recommended |
Alphanumeric Character limit: 50 |
| Location Line 1 | First line of the employees home address |
Used for risk analysis. Recommended |
Alphanumeric Character limit: 100 |
| Location Line 2 | Second line of the employees home address |
Used for risk analysis. Optional |
Alphanumeric Character limit: 100 |
| Location Line 3 | Third line of the employees home address |
Used for risk analysis. Optional |
Alphanumeric Character limit: 100 |
| Location Line 4 | Fourth line of the employees home address |
Used for risk analysis. Optional |
Alphanumeric Character limit: 100 |
| Location Line 5 | Fifth line of the employees home address |
Used for risk analysis. Optional |
Alphanumeric Character limit: 100 |
| Location Postcode | Postcode of the employees home address |
Used for risk analysis. Mandatory, if providing address fields |
Alphanumeric Character limit: 20 |
| Account Nr | Employees bank account number |
Used for risk analysis. Recommended |
Numeric Character limit: 50 |
| Sort Code | Employees bank sort or routing code |
Used for risk analysis. Recommended, mandatory if Account Number provided |
Numeric Character limit: 50 |
| Job Title | Employees job title |
Information only Optional |
Alphanumeric Character limit: 50 |
| Department | The department / team / division the employee works in |
Information only Optional |
Alphanumeric Character limit: 50 |
| Start Date | Date the employee started working for the company |
Information only Optional |
Date |
| Leaving Date | Date the employee will leave your company |
Information only Optional |
Date |
| Modified Date | Date and time when the employee was last updated in your system |
Identifies the latest version of the employee record Recommended |
Date |
| Extract Date | Date the file was created (or the employee was extracted if directly uploading from your system) |
Identifies the latest version of the employee when updated versions of the employee is uploaded. Recommended if Modified Date is not provided |
Date |
Sample employee file
EmployeeUID,ModifiedDate,ContactName,ContactEmail,ContactPhone,LocationLine1,LocationLine2,LocationLine3,LocationLine4,LocationPostcode,AccountNr,SortCode,StartDate,LeavingDate,JobTitle,Department
"1503356",2020-01-17 00:01:00,"Sherlock Holmes","sherlock@holmesconsulting.co.uk","011 346 2352 683","221B Baker Street","London",,,"NW1 6XE","365643636158876","23-48-22",2015/05/09,,"Detective",
"1503356",2020-01-16 00:01:00,"Sherlock Holmes","sherlock@holmesconsulting.co.uk","011 346 2352 683","221B Baker Street","London",,,"NW1 6XE","365643636158876","23-48-22",2015/05/09,,"Detective",
"1450831",2020-01-17 00:01:00,,,,"81 Bingo Lane","Basingstoke",,,"B45 8AA","89340898345","55-28-05",2016/02/10,2018/05/20,,
"E23923789",2020-01-15,,"neil@nasa.com",,"46 Explosive Drive","Michigan",,,"2457456","829308234","13-55-22",,,"Astronaut","Space"
"E23923789",2020-01-17,,"buzz@nasa.com",,"46 Explosive Drive","Michigan",,,"2457456","347639875","77-12-81",,,"Astronaut","Space"