Use the Employee Interface to load PENTA Employee information using data from external applications. Information you load using this interface adds to or updates the data already stored in PENTA.

Data files you load must have Request Types assigned to the E Interface Type.

If the Data Check Verified field in the Header Record is blank, PENTA loads the file. If the Data Check Verifier field in the Header Record contains a value, the file undergoes several high-level tests for integrity. Only if the following is true will PENTA attempt to process the Detail Records:

The Batch Number matches the file name.

The record count of the header equals the number of Detail Records.

The data check verifier of the header is:

The sum of the ASCII value of each character in each Detail Record’s Employee ID.

Truncated (from the left) to the eight least significant digits.

Example: The calculated number is 1234567890, truncated to 34567890. The ASCII value is used because companies may use character or numeric employee Ids.

If PENTA rejects a Detail Record for an exception within a Record Type, then it rejects all records of that Record Type.

PENTA supports USA and CAN employee information.

You can view the Employee data that loaded through the interface program in the Employee Payroll Information and Employee HR Information windows.

A Note About Detail Records

The Detail Record(s) identify the data that is to be added, deleted, or modified. There are types of Detail Records, and each type is associated with a specific PENTA table or set of tables.

The Record Type identifies the scope of the data involved, which helps you find and correct errors.

Add an Employee

If you are adding an employee:

A Detail record with an activity code of A must exist for each of the following Record Types: EMP, RATE, STAT, and TAX.

Data must exist for the fields listed as Key or Req under each of the above Record Types.

Update Existing Employees

If you are updating an existing employee:

You can enter any number of Record Types (assuming a PENTA user set up the employee earlier in the data file, a previous data file, or directly into PENTA).

Data must exist for the following:

Fields listed as Key under each record. PENTA does not process the record if these fields contain no values.

Fields with previously entered information that you would like to retain. If you do not supply data for a (non-Key) field, PENTA updates the field to null (empty).

Available Records

1 Badge (BADGE) Detail Record
2 Canadian Payroll (CANPR) Detail Record
3 Compensations (COMP) Detail Record
4 Deductions (DED) Detail Record
5 Employee Canadian Payroll Provincial Parameters (PROV) Detail Record
6 Employee Canadian Payroll Tax Account Number (BNTAX) Detail Record
7 Employee Canadian Payroll Tax Exemptions (XEMPT) Detail Record
8 Employee Certification (CERT) Detail Record
9 Employee (EMP) Detail Record
10 Employee Status (STAT) Detail Record
11 Estimated Hourly Benefit Value (BNVAL) Detail Record
12 Employee Header Record
13 Labor Productivity (PROD) Detail Record
14 Minimum Hourly Rate (MINRT) Detail Record
15 Paid Time Off (PTO) Detail Record
16 Pay Rate (RATE) Detail Record
17 Reimbursement (REIMB) Detail Record
18 Tax (TAX) Detail Record
19 User Defined Field (UDF) Detail Record

Badge (BADGE) Detail Record

After interfacing employee badge data, you can review it in the Employee Payroll Information window’s Badge Information pop-up window or the Employee HR Information window’s Badges tab.

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Employee ID	Key	X	Id of the employee whose gate hours you are tracking. Note: This may default from the Badge ID.
2	Record Type	Key	C! 5	This value must be BADGE.
3	Activity Code	Key	C! 1	Required for all activity. Possible values are: A (Add) – If the Badge ID already exists, PENTA records an error. C (Change) – Update an existing record. If the field cannot be updated, PENTA records an error. D (Delete) – Delete the record. If the record does not exist or was not created by the interface, PENTA records an error. U (Update) – Add if the record does not exist and update if the record already exists, replacing any supplied field in the existing record.
4	Badge ID	Opt	C! 30	The badge ID associated with the Employee. You cannot assign the same Badge ID to multiple employees.
5	Assigned Date	Req	D	The date the Badge was assigned to the Employee.

Canadian Payroll (CANPR) Detail Record

The following fields are included in the “CANPR” Detail record. Use this Record Type for employees with PR_COUNTRY_CD = CAN only.

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Employee Id	Key	X	Employee Id
2	Record Type	Key	C! 5	The value should be CANPR.
3	Activity Code	Key	C! 1	Required for all activity. Possible values are: A (Add) – Adds the record to the database. PENTA provides an error message if the record already exists in the database. C (Change) – Update an existing record. If the field is not updateable, PENTA issues an error. U (Update) – Add if the record does not exist and update if the record already exists, replacing any supplied field in the existing record.
4	Effective Date	Req	D	Effective Date.
5	Full or Part Time	Req	C! 1	Full or Part Time Code. Enter F for full time or P for part time. This field defaults as F.
6	Tax Calculation Method	Req	C! 1	Tax Calculation Method Code. Must be either: A (Cumulative Averaging) C (Commission Only) G (General Tax Formula) If you are adding the employee and you do not enter a value, PENTA defaults this field to G.
7	Employment Province	Req	C! 4	Employment Province Code. Must be valid, active Canadian Province Code.
8	Work Province	Req	C! 4	Work Province Code. Must be valid, active Canadian Province Code. If you are adding the employee and you do not enter a value, PENTA defaults this field to the Employment Province Code value.
9	Statutory Vacation Pay Code	Req	C! 1	This value must be Y or N. If you do not enter this value while adding an Employee, PENTA defaults this field to N.
10	Statutory Vacation Pay Rate	Opt	F 7.4	This is only enterable if Statutory Vacation Pay Code is Y. Must be between 0 and 100.
11	Labor-Sponsored Funds Credit – Federal	Opt	F 15.2	Federal Labor-Sponsored Funds Credit
12	Authorized Reductions in Tax Deductions (Form T1213)	Opt	F 15.2	Authorized Reductions in Tax Deductions from an employee’s completed Form T1213 if applicable.
13	Authorized Tax Credits - Medical/Charitable/Other	Opt	F 15.2	Authorized Tax Credits for Medical, Charitable, or Other reasons.
14	Est Annual Pension Deduction - Commission Only Employees	Opt	F 15.2	Est Annual Pension Deduction. Use if applicable when Tax Calculation Method is C (Commission Only).
15	Est Annual Alimony Deduction - Commission Only Employees	Opt	F 15.2	Est Annual Alimony Deduction. Use if applicable when Tax Calculation Method is C (Commission Only).

Compensations (COMP) Detail Record

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Employee Id	Key	X	Id of the employee.
2	Record Type	Key	C! 5	The value should be COMP. The Detail record updates the EMP_OTHER_COMP table.
3	Activity Code	Key	C! 1	Required for all activity. Possible values are: A (Add) – Adds the record to the database. PENTA provides an error message if the record already exists in the database. C (Change) – Update an existing record. If the field is not updateable, PENTA records an error. U (Update) – Add if the record does not exist and update if the record already exists, replacing any supplied field in the existing record.
4	Compensation Number	Key	I 3	PENTA verifies this field exists in the OTHER_COMP table. If you attempt to add the same compensation number twice, PENTA issues an error.
5	Primary Insurance Amount	Opt	F 15.2	Amount of insurance coverage on the employee. This field can contain a value only if the Calculation Base is 2.
6	Secondary Insurance Amount	Opt	F 15.2	Total amount of insurance coverage on the spouse and dependents. This field can contain a value only if the Calculation Base is 2. If this field has a value, it must be greater than zero and the spouse’s birth date must have a value.
7	Spouse Birth Date	Opt	D	Required if Secondary Insurance Amount is greater than zero; otherwise, do not enter a value.
8	Effective Date	Req	D	The effective date of the compensation.
9	Expiration Date	Opt	D	The expiration date for the compensation. If entered, this date must be greater than the Effective Date. PENTA issues an error if it is less than or equal to the Effective Date.
10	Amount Per Day Worked	Opt	F 15.2	The amount of other compensation earned per day worked.
11	Period Limit Amount	Opt	F 15.2	Maximum amount per pay period.

Optional COMP Detail Fields (place after Field 11)

Field			Format	Description

Field

Format

Description

D_PRMRY_BIRTH_

DATE

D

The employee’s birth date.

Deductions (DED) Detail Record

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Employee Id	Key	X	The Employee’s Id.
2	Record Type	Key	C! 5	The value should be DED. The Detail record updates the EMP_DED table.
3	Activity Code	Key	C! 1	Required for all activity. Possible values are: A (Add) – Adds the record to the database. PENTA provides an error message if the record already exists in the database. C (Change) – Update an existing record. If the field is not updateable, PENTA records an error. U (Update) – Add if the record does not exist and update if the record already exists, replacing any supplied field in the existing record.
4	Deduction Number	Key	I 3	Deduction number. PENTA verifies this field exists in the Deduction table.
5	Effective Date	Req	D	Required when adding to deductions and reimbursements
6	Expiration Date	Opt	D	Required when adding to deductions and reimbursements. If you are adding and the field is null, PENTA uses the Master Deduction’s expiration date.
7	Amount	Opt	F 15.2	Amount per period. If you are adding, either Amount or Percent must have a value. If you are adding and the field has no value, PENTA uses the Master Deduction’s amount. Note: This field is only valid for Calc Bases that use an amount calculation method.
8	Percent	Opt	F 8.5	Percent per period. If you are adding, either Amount or Percent must have a value. If you are adding and the field has no value, PENTA uses the Master Deduction’s percent. Note: This field is only valid for Calc Bases that use a percent calculation method.
9	Limit Amount	Opt	F 15.2	Maximum amount. Must be greater than zero or null. If you are adding and this field has no value, PENTA uses the Master Deduction’s limit amount.
10	Annual Limit Amount	Opt	F 15.2	Maximum amount per year. Entries must be greater than zero. If you are adding and the field has no value, PENTA uses the Master Deduction’s annual limit amount.
11	Frequency Number	Req	I 10	Frequency of the deduction or reimbursement. PENTA verifies this field exists in the DED_REIMB_FREQ table. If you are adding and this field has no value, PENTA uses the Master Deduction’s frequency number.
12	Annual Earnings Limit	Opt	F 15.2	When employee earnings reach this limit, PENTA discontinues the deduction until the next calendar year.
13	Direct Deposit Code	Opt	C! 1	Possible values: Y or N. Y – Employee Bank Number, Bank Account Type Code, and Employee Bank Account Number must have a value. PENTA only allows Y if the Master Deduction allows direct deposits. N – Employee Bank Number, Bank Account Type Code, and Employee Bank Account Number have no value.
14	Employee Bank Number	Opt	C! 9	The bank account where the Employee’s payroll check deposits. PENTA verifies this field exists in BANK_ACCT and BANK_ACCT_TYPE tables. If this value exists, Employee Bank Number, Employee Bank Account Number, and Direct Deposit must have a value. Required if Direct Deposit Code is Y; otherwise, do not enter a value.
15	Bank Account Type Code	Opt	C! 1	The type of account to which the employee’s payroll is deposited. PENTA verifies this field exists in the BANK_ACCT_TYPE table.

Employee Interface: Pipe Delimited Method