Posted on by Matthew Kingham - Selima Designer

Interfaces

 

1. HR Employee Export

This is the main export from Selima HR to be imported into Selima Payroll. This creates a tab delimited file containing personal, salary and employment information for all employees in HR. This export will pick up information for new starters, leavers and employees whose data has been amended.

↓ Download Sample File
View Sample File

Fields

  1. Employee Number
  2. Continuous Employment Start Date
  3. Date Of Birth
  4. Employment Start Date
  5. Department Code
  6. Division Code
  7. Forename
  8. Job Title Code
  9. Leaving Date
  10. Leaving Reason Code
  11. Linked Employment Numbers
  12. Marital Status Code
  13. National Insurance Number
  14. Payroll Code
  15. Payslip Delivery Method Code
  16. Gender Code
  17. Paid By Rota Flag
  18. Post Number
  19. Section Code
  20. SubSection Code
  21. Surname
  22. Title Code
  23. Address Line 1
  24. Address Line 2
  25. Address Line 3
  26. Address Line 4
  27. Personal Email
  28. Mobile Number
  29. Home Telephone Number
  30. Post Code
  31. Work Email
  32. Work Extension
  33. Work Mobile
  34. Bank Account Number
  35. Account Reference
  36. Bank Sort Code
  37. Payment Type Code
  38. Salary Change Effective Date
  39. Hourly Rate
  40. Contracted Hours
  41. Full Time Equivalent Hours
  42. Annual Salary
  43. Occupational Sick Pay Group Code
  44. Grade
  45. Pay Scale Pay Point
  46. List of Cost Code Effective Dates
  47. List of Cost Codes
  48. List of Cost Code Percentages
  49. Bank Account Name
  50. Labour Code
  51. Appointment Date
  52. Prevent Payment Flag
  53. Term Time Fraction
  54. Post Start Date
  55. Post Title
  56. Payroll Suspend Payments Code
  57. Payroll Suspend Payments Reason
  58. Contract Type Code

2. CPL Training Export

This export is used to export employee details to be imported into CPL Training’s on-line training system. It produces a CSV file of all employees in Selima HR, which is then placed in an FTP folder. CPL Training then retrieve the file and automatically import the data.

↓ Download Sample File
View Sample File

Fields

  1. Employee_Number
  2. First_Name
  3. Last_Name
  4. Date_of_Birth
  5. Start_Date
  6. Location_Code
  7. Location
  8. Division
  9. Job_Title
  10. Termination_Date
  11. NI_Number

3. Learning Pool Training Export

This export uses three web services provided by Learning Pool to create users, amend user details and delete users from their on-line training system. Whenever an employee is created, amended or made a leaver in Selima HR, the relevant web service is called to update the Learning Pool system automatically.

Create or Amend an Employee Fields

  1. User Name (This is the employee number)
  2. Password
  3. Forename
  4. Surname
  5. Email
  6. Learning Pool Organisation Framework Name (Provided by Learning Pool)
  7. Division
  8. Learning Pool Position Framework Name (Provided by Learning Pool)
  9. Job Title
  10. Learning Pool Position Type (Provided by Learning Pool)
  11. Manager’s User Name

Delete an Employee Fields

  1. User Name (This is the employee number)
  2. Password
  3. Forename
  4. Surname
  5. Email
  6. Learning Pool Organisation Framework Name (Provided by Learning Pool)
  7. Division
  8. Learning Pool Position Framework Name (Provided by Learning Pool)
  9. Job Title Learning Pool Position Type (Provided by Learning Pool)

4. Upskill People Online Learning Export

This exports basic employee details to a CSV file, which is then placed in an FTP folder on Selima’s servers. The file is then ready to be imported into the Upskill People Online Learning system.

↓ Download Sample File
View Sample File

Fields

  1. UserName
  2. UserType
  3. FirstName
  4. LastName
  5. e-mail
  6. Org1Name
  7. Password
  8. DOB
  9. CountryCode
  10. LanguageCode
  11. JOBCode
  12. JobDescription
  13. CompanyStartDate
  14. CompanyLeaveDate
  15. EmploymentType
  16. OldUserName
  17. alt_username

5. Opera Payroll Export

This export produces a CSV file containing employee data to be imported into the Opera Payroll system.

↓ Download Sample File
View Sample File

Fields

  1. wn_ref
  2. wn_surname
  3. wn_forenam
  4. wn_dirctr
  5. wn_lvr
  6. wn_cstcode
  7. wn_taxcode
  8. wn_wk1flg
  9. wn_nicde
  10. wn_ninum
  11. wn_sex
  12. wn_bksort
  13. wn_bankacn
  14. wn_dirstpd
  15. wn_payfrq
  16. wn_birth
  17. wn_startdt
  18. wn_leavdt
  19. wn_grsprv
  20. wn_taxprv
  21. wn_title
  22. wn_lvrpd
  23. wn_addrs1
  24. wn_addrs2
  25. wn_addrs3
  26. wn_addrs4
  27. wn_addrs5
  28. wn_pstcde
  29. wn_new
  30. wn_tgrspay
  31. wn_tottax
  32. wn_prof
  33. wn_group
  34. wn_project
  35. wn_job
  36. wn_passno
  37. wn_hrswrk

6. NMDS

Selima HR provides a CSV export containing all the information required for the National Minimum Data Set for Social Care.

7. SWC

Selima HR provides an XML export containing all information required for the Schools Workforce Census.

8. Absence Export

This creates a csv file containing absence data for importing into Selima Payroll. This export does not cover maternity or paternity absences. These are covered in the Parental Payments export below.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Absence Start Date
  3. Absence End Date
  4. Absence Reason Code
  5. Absence Deletion Reason Code
  6. Worked First Day Flag
  7. Worked Last Day Flag
  8. Full Sick Pay Date
  9. Half Sick Pay Date
  10. Empty Field
  11. Empty Field
  12. HR Absence ID
  13. Working Hours Lost

9. Parental Payments Export

This is a collection of exports containing data related to Maternity, Paternity and Adoption leave. It produces a csv file containing a mixture of four types of data, ready to be imported into Selima Payroll to enable the correct leave payments to be paid.

↓ Download Sample File
<!– View Sample File  –>

Maternity Fields

  1. Record Type – “SMP”
  2. Payroll Record ID
  3. Employee Number
  4. Baby Due Date
  5. Baby Born Date
  6. Expected Leaving Date
  7. Actual Leaving Date
  8. Expected Return Date
  9. Actual Return Date
  10. Empty Field
  11. Empty Field
  12. Returning To Work Flag
  13. Empty Field
  14. Shared Maternity Baby Due Date
  15. Shared Maternity Baby Born Date
  16. Shared Maternity Partner NI Number
  17. Shared Maternity Partner Forename
  18. Shared Maternity Partner Surname
  19. Shared Maternity Start Date
  20. Shared Maternity SHPL Weeks
  21. Shared Maternity Week Commencing
  22. Shared Parental Leave Type
  23. Shared Maternity Person
  24. Shared Maternity End Date
  25. Empty Field
  26. OMP Spread
  27. Empty Field
  28. HR Record ID

Adoption Fields

  1. Record Type – “SAP”
  2. Payroll Record ID
  3. Employee Number
  4. Matched Date
  5. Child Expected Date
  6. Placed Date
  7. Expected Leaving Date
  8. Actual Leaving Date
  9. Expected Return Date
  10. Actual Return Date
  11. Date Started Shared Parental Leave
  12. Shared Adoption Matched Date
  13. Shared Adoption Expected Date
  14. Shared Adoption Partner NI Number
  15. Shared Adoption Partner Forename
  16. Shared Adoption Partner Surname
  17. Shared Adoption Start Date
  18. Shared Adoption Shared Parental Leave Weeks
  19. Shared Adoption Week Commencing
  20. Shared Parental Leave Type
  21. Shared Adoption Person
  22. Empty Field
  23. Empty Field
  24. HR Record ID

Paternity (Birth) Fields

  1. Record Type – “SPPB”
  2. Payroll Record ID
  3. Employee Number
  4. Baby Due Date
  5. Baby Born Date
  6. Expected Leaving Date
  7. Actual Leaving Date
  8. Expected Return Date
  9. Actual Return Date
  10. Empty Field
  11. No Of Weeks Leave
  12. HR Record ID

Paternity (Adoption) Fields

  1. Record Type – “SPPA”
  2. Payroll Record ID
  3. Employee Number
  4. Matched Date
  5. Child Expected Date
  6. Placed Date
  7. Expected Leaving Date
  8. Actual Leaving Date
  9. Expected Return Date
  10. Actual Return Date
  11. Number Of Weeks Leave
  12. HR Record ID

10. Payroll Claims Export

This creates a csv file containing data from the Payroll Claims module of Selima HR for importing into Selima Payroll. It contains information about any payments that need to be made to the employees for hours worked and any pay adjustments.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Claim Date
  3. Claim Date (Not a typo, the claim date needs to be in this field as well)
  4. Payroll Pay Element Code
  5. Claim Value
  6. Grade
  7. Pay Scale Point
  8. Cost Code
  9. Batch Number
  10. Notes
  11. Hourly Rate

11. Expenses & Mileage Claims Export

Expenses

This creates a csv file containing data from the Expenses Claims module of Selima HR for importing into Selima Payroll.

This contains information about any expenses that have been claimed through the Claims module and need paying to employees.

Mileage

This creates a csv file containing data from the Mileage Claims module of Selima HR for importing into Selima Payroll.

This contains information about any mileage claims that need to be paid to employees.

↓ Download Sample File
<!– View Sample File –>

Expenses Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Claim Date
  4. Claim Date
  5. Claim Value
  6. Cost Code
  7. Notes (Containing Claim Batch Number)

Mileage Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Claim Date
  4. Claim Date
  5. Number of Miles Claimed
  6. Cost Code
  7. Notes (Containing Claim Batch Number, Number of Miles & Number of Passenger Miles)

12. Employee Loans Export

If an employee borrows any money from the company then this will export information about any payments and deductions that need to be made to and from the employee’s salary. These deductions will continue until the loan is repaid. This creates a CSV file.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Value

13. Permanent Adjustments Export

This produces a csv file containing any permanent payments or deductions that have been attached to an employee’s salary. This file is imported into Selima Payroll.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Effective Date
  4. Units
  5. Payment Basis
  6. Pay Element Behaviour
  7. Original Balance
  8. Grade Code
  9. Pay Scale Point
  10. Convert To Pay Period Flag

14. Timesheets/Temporary Adjustments Export

This produces a csv file containing any temporary pay adjustments that have been entered in the HR > Employment > Pay screen

↓ Download Sample File

Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Hours/Pay Amount”
  4. Date
  5. Date

15. Rota Export

This is used to export all hours worked, paid leave, tronc payments and temporary pay adjustments from the rota module. This produces a csv file to be imported into Selima Payroll.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Hours/Payment Amount
  4. Date
  5. Date
  6. Cost Code
  7. Rate Description

16. Tronc Export

This exports data from the Tronc module relating to tronc payments that need to be made to employees. This produces a csv file.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Amount to Pay
  4. Date

17. Timesheet Export

This produces a csv file containing details of payments that need to be made to employees based on entries made in the timesheet module. These can be payments for time spent on particular tasks/projects and also any temporary pay adjustments that need to be made.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Hours/Pay Amount
  4. Date
  5. Date
  6. Cost Code

18. Coda Export

This exports mileage claims information from Selima HR’s Expenses module to be imported into Unit 4’s Coda payroll. It produces a csv file. This file is then manually imported into Coda using Coda’s file import functionality.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Company Code
  2. Claim Number
  3. Claim Date
  4. Line Type
  5. Nominal Code
  6. Cost Code
  7. Employee Number
  8. Employee Name
  9. Tax Code
  10. Tax Turnover
  11. Value
  12. Tax Value

19. All Employee Header Details Export

This provides personal, salary and employment details for employees. This will export any new starters, leavers or employees whose details have been amended.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Title Code
  3. Forename
  4. Surname
  5. Address Line 1
  6. Address Line 2
  7. Address Line 3
  8. Address Line 4
  9. Post Code
  10. Telephone
  11. Mobile Number
  12. Email
  13. Gender Code
  14. Marital Status Code
  15. Previous Surname
  16. Date Of Birth
  17. Disabled
  18. Nationality
  19. Ethnic Origin
  20. Emergency Contact Name
  21. Emergency Contact Relationship
  22. Emergency Contact Telephone
  23. Tax Code
  24. NI Category
  25. NI Number
  26. Payment Method
  27. Payment Frequency
  28. Employment Start Date
  29. Leaving Date
  30. Salary
  31. Salary Period
  32. Contracted Hours
  33. Contracted Hours Period
  34. Sort Code
  35. Account Number
  36. Account Name
  37. Building Society Number
  38. Department Code
  39. Cost Code
  40. Notes
  41. Job Title

20. Assign Employee Deductions Export

This export produces details of any permanent deductions that have been attached to the employee’s salary.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Sage Pay Element Code
  3. Hours

21. Assign Employee Payments Export

This export produces details of any permanent additions that have been attached to the employee’s salary.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Sage Pay Element Code
  3. Hours

22. Rota Payments Export

This exports the hours worked by employees from the Rota module, along with any temporary additional amounts that need to be added to the employee’s pay.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Hours Worked
  3. Additional Payment #1
  4. Additional Payment #2

23. Rota Deductions Export

This exports the hours worked by employees from the Rota module, along with any temporary additional amounts that need to be added to the employee’s pay.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Additional Deduction #1
  3. Additional Deduction #2

24. Employees Export

There are three exports available which are used to export data from Selima HR’s Expenses Module into Selima’s P11D Expenses system. Each export produces a csv file.

This exports the employee’s personal data.

↓ Download Sample File

Fields

  1. Preface – “R”
  2. NI Number
  3. Surname
  4. Initials
  5. Title
  6. Department
  7. Employee Number
  8. Director Flag
  9. Employment Start Date
  10. Employed End Date
  11. Address Line 1
  12. Address Line 2
  13. Address Line 3
  14. Address Line 4
  15. Post Code
  16. Cost Centre
  17. Gender
  18. Date of Birth
  19. Email

25. Cars Export

This export contains details of any private vehicles belonging to the employee which may be used to claim back mileage costs within a specified 12 month period.

↓ Download Sample File

Fields

  1. Preface – “R”
  2. NI Number
  3. Registration
  4. Make
  5. Model
  6. CC
  7. Date Registered
  8. Date First Used
  9. Date Last Used
  10. List Price
  11. Empty Field
  12. Empty Field
  13. Empty Field
  14. Empty Field
  15. Empty Field
  16. Empty Field
  17. Empty Field
  18. Empty Field
  19. Empty Field
  20. Empty Field
  21. CO2 Emissions

26. Mileage Export

This export contains information about journeys, the number of passengers on the journey and the mileage amount claimed, within a given 112 month period.

↓ Download Sample File

Fields

  1. Preface – “R”
  2. NI Number
  3. Vehicle Type
  4. Mileage for Journey
  5. Mileage Amount Paid for Journey
  6. Number of Passengers on Journey
  7. Passenger Miles Payment for Journey

27. Revenues and Wage Costs Export

This exports information about sections, subsections and the wage costs and revenues for each section and subsection. This information is extracted from the Selima HR’s Rota module. The export produces four separate csv files into a specified ftp folder on the Selima servers. These files are currently being imported automatically into Collset SharePoint Solutions.

Revenues Export Information

The fields exported in this file are based on the revenue streams that have been set up in Selima’s Rota module.

↓ Download Section Sample File
↓ Download Subsection File
↓ Download Wage Cost Sample File
↓ Download Revenue Sample File

Section Export Fields

  1. Section ID
  2. Name
  3. Section Code

Subsection Export Fields

  1. Subsection ID
  2. Name
  3. Code
  4. Section ID

Wage Cost Export Fields

  1. Key
  2. Date
  3. Section ID
  4. Section Name
  5. Subsection ID
  6. Subsection Name
  7. Hours Worked
  8. Wage Cost
  9. Chargeable Pay
  10. Holiday Accrual Payments
  11. Employers National Insurance Payment

Revenues Export Fields

  1. Key
  2. Date
  3. Section ID
  4. Section Name
  5. Forecast-[Liquor-Revenue]
  6. Forecast-[Food-Revenue]
  7. Forecast-[Other-Revenue]
  8. Budget-[Liquor-Revenue]
  9. Budget-[Food-Revenue]
  10. Budget-[Other-Revenue]
  11. Actual-[Liquor-Revenue]
  12. Actual-[Food-Revenue]
  13. Actual-[Other-Revenue]

28. Revenues and Clock Times Import

Selima HR provides a standard template to enable revenue figures and employee clocking in and out times to be imported into the Selima HR Rota module.

The two files are csv files and would need to be placed into an ftp folder on the Selima servers where it will be automatically imported.

↓ Download Revenue Import Sample File
↓ Download Clock Times Sample File

Revenue Import Fields

  1. Site ID
  2. Date
  3. Revenue Key
  4. Value

Clock Times Fields

  1. Site Id
  2. Employee Number
  3. Clocking In Time
  4. Clocking Out Time
  5. Clocking In Message
  6. Clocking Out Message

29. Employee Import

<!–

This export contains information about journeys, the number of passengers on the journey and the mileage amount claimed, within a given 112 month period.

–>
<!– ↓ Download Sample File –>

Employee Data

  1. Employee Number
  2. Title
  3. Title Description
  4. Gender
  5. Gender Description
  6. Forename
  7. Surname
  8. Preferred Forename
  9. DOB
  10. Employee’s Post
  11. Post Start Date
  12. Start Date
  13. Leaving Date
  14. Leaving Reason Code
  15. Leaving Reason Description
  16. Addr1
  17. Addr2
  18. Addr3
  19. Addr4
  20. Post Code
  21. Mobile
  22. Phone
  23. Work Email
  24. Personal Email
  25. NI Number

Post Data

  1. Post Id
  2. Post Title
  3. Post Title Description
  4. Contract Type
  5. Contract Type Description
  6. Cost Codes
  7. Cost Code Percentages
  8. Reports To Post ID
  9. Authoriser Post ID

Hierarchy Data

  1. Department Code
  2. Department Description
  3. Division Code
  4. Division Description
  5. Section Code
  6. Section Description
  7. Subsection Code
  8. Subsection Description
  9. Division Description
  10. Section Code
  11. Section Description
  12. Subsection Code
  13. Subsection Description

HR Employee Export

This is the main export from Selima HR to be imported into Selima Payroll. This creates a tab delimited file containing personal, salary and employment information for all employees in HR. This export will pick up information for new starters, leavers and employees whose data has been amended.

↓ Download Sample File
View Sample File

Fields

  1. Employee Number
  2. Continuous Employment Start Date
  3. Date Of Birth
  4. Employment Start Date
  5. Department Code
  6. Division Code
  7. Forename
  8. Job Title Code
  9. Leaving Date
  10. Leaving Reason Code
  11. Linked Employment Numbers
  12. Marital Status Code
  13. National Insurance Number
  14. Payroll Code
  15. Payslip Delivery Method Code
  16. Gender Code
  17. Paid By Rota Flag
  18. Post Number
  19. Section Code
  20. SubSection Code
  21. Surname
  22. Title Code
  23. Address Line 1
  24. Address Line 2
  25. Address Line 3
  26. Address Line 4
  27. Personal Email
  28. Mobile Number
  29. Home Telephone Number
  30. Post Code
  31. Work Email
  32. Work Extension
  33. Work Mobile
  34. Bank Account Number
  35. Account Reference
  36. Bank Sort Code
  37. Payment Type Code
  38. Salary Change Effective Date
  39. Hourly Rate
  40. Contracted Hours
  41. Full Time Equivalent Hours
  42. Annual Salary
  43. Occupational Sick Pay Group Code
  44. Grade
  45. Pay Scale Pay Point
  46. List of Cost Code Effective Dates
  47. List of Cost Codes
  48. List of Cost Code Percentages
  49. Bank Account Name
  50. Labour Code
  51. Appointment Date
  52. Prevent Payment Flag
  53. Term Time Fraction
  54. Post Start Date
  55. Post Title
  56. Payroll Suspend Payments Code
  57. Payroll Suspend Payments Reason
  58. Contract Type Code

CPL Training Export

This export is used to export employee details to be imported into CPL Training’s on-line training system. It produces a CSV file of all employees in Selima HR, which is then placed in an FTP folder. CPL Training then retrieve the file and automatically import the data.

↓ Download Sample File
View Sample File

Fields

  1. Employee_Number
  2. First_Name
  3. Last_Name
  4. Date_of_Birth
  5. Start_Date
  6. Location_Code
  7. Location
  8. Division
  9. Job_Title
  10. Termination_Date
  11. NI_Number

Learning Pool Training Export

This export uses three web services provided by Learning Pool to create users, amend user details and delete users from their on-line training system. Whenever an employee is created, amended or made a leaver in Selima HR, the relevant web service is called to update the Learning Pool system automatically.

Create or Amend an Employee Fields

  1. User Name (This is the employee number)
  2. Password
  3. Forename
  4. Surname
  5. Email
  6. Learning Pool Organisation Framework Name (Provided by Learning Pool)
  7. Division
  8. Learning Pool Position Framework Name (Provided by Learning Pool)
  9. Job Title
  10. Learning Pool Position Type (Provided by Learning Pool)
  11. Manager’s User Name

Delete an Employee Fields

  1. User Name (This is the employee number)
  2. Password
  3. Forename
  4. Surname
  5. Email
  6. Learning Pool Organisation Framework Name (Provided by Learning Pool)
  7. Division
  8. Learning Pool Position Framework Name (Provided by Learning Pool)
  9. Job Title Learning Pool Position Type (Provided by Learning Pool)

Upskill People Online Learning Export

This exports basic employee details to a CSV file, which is then placed in an FTP folder on Selima’s servers. The file is then ready to be imported into the Upskill People Online Learning system.

↓ Download Sample File
View Sample File

Fields

  1. UserName
  2. UserType
  3. FirstName
  4. LastName
  5. e-mail
  6. Org1Name
  7. Password
  8. DOB
  9. CountryCode
  10. LanguageCode
  11. JOBCode
  12. JobDescription
  13. CompanyStartDate
  14. CompanyLeaveDate
  15. EmploymentType
  16. OldUserName
  17. alt_username

Opera Payroll Export

This export produces a CSV file containing employee data to be imported into the Opera Payroll system.

↓ Download Sample File
View Sample File

Fields

  1. wn_ref
  2. wn_surname
  3. wn_forenam
  4. wn_dirctr
  5. wn_lvr
  6. wn_cstcode
  7. wn_taxcode
  8. wn_wk1flg
  9. wn_nicde
  10. wn_ninum
  11. wn_sex
  12. wn_bksort
  13. wn_bankacn
  14. wn_dirstpd
  15. wn_payfrq
  16. wn_birth
  17. wn_startdt
  18. wn_leavdt
  19. wn_grsprv
  20. wn_taxprv
  21. wn_title
  22. wn_lvrpd
  23. wn_addrs1
  24. wn_addrs2
  25. wn_addrs3
  26. wn_addrs4
  27. wn_addrs5
  28. wn_pstcde
  29. wn_new
  30. wn_tgrspay
  31. wn_tottax
  32. wn_prof
  33. wn_group
  34. wn_project
  35. wn_job
  36. wn_passno
  37. wn_hrswrk

NMDS

Selima HR provides a CSV export containing all the information required for the National Minimum Data Set for Social Care.

SWC

Selima HR provides an XML export containing all information required for the Schools Workforce Census.

Absence Export

This creates a csv file containing absence data for importing into Selima Payroll. This export does not cover maternity or paternity absences. These are covered in the Parental Payments export below.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Absence Start Date
  3. Absence End Date
  4. Absence Reason Code
  5. Absence Deletion Reason Code
  6. Worked First Day Flag
  7. Worked Last Day Flag
  8. Full Sick Pay Date
  9. Half Sick Pay Date
  10. Empty Field
  11. Empty Field
  12. HR Absence ID
  13. Working Hours Lost

Parental Payments Export

This is a collection of exports containing data related to Maternity, Paternity and Adoption leave. It produces a csv file containing a mixture of four types of data, ready to be imported into Selima Payroll to enable the correct leave payments to be paid.

↓ Download Sample File
<!– View Sample File –>

Maternity Fields

  1. Record Type – “SMP”
  2. Payroll Record ID
  3. Employee Number
  4. Baby Due Date
  5. Baby Born Date
  6. Expected Leaving Date
  7. Actual Leaving Date
  8. Expected Return Date
  9. Actual Return Date
  10. Empty Field
  11. Empty Field
  12. Returning To Work Flag
  13. Empty Field
  14. Shared Maternity Baby Due Date
  15. Shared Maternity Baby Born Date
  16. Shared Maternity Partner NI Number
  17. Shared Maternity Partner Forename
  18. Shared Maternity Partner Surname
  19. Shared Maternity Start Date
  20. Shared Maternity SHPL Weeks
  21. Shared Maternity Week Commencing
  22. Shared Parental Leave Type
  23. Shared Maternity Person
  24. Shared Maternity End Date
  25. Empty Field
  26. OMP Spread
  27. Empty Field
  28. HR Record ID

Adoption Fields

  1. Record Type – “SAP”
  2. Payroll Record ID
  3. Employee Number
  4. Matched Date
  5. Child Expected Date
  6. Placed Date
  7. Expected Leaving Date
  8. Actual Leaving Date
  9. Expected Return Date
  10. Actual Return Date
  11. Date Started Shared Parental Leave
  12. Shared Adoption Matched Date
  13. Shared Adoption Expected Date
  14. Shared Adoption Partner NI Number
  15. Shared Adoption Partner Forename
  16. Shared Adoption Partner Surname
  17. Shared Adoption Start Date
  18. Shared Adoption Shared Parental Leave Weeks
  19. Shared Adoption Week Commencing
  20. Shared Parental Leave Type
  21. Shared Adoption Person
  22. Empty Field
  23. Empty Field
  24. HR Record ID

Paternity (Birth) Fields

  1. Record Type – “SPPB”
  2. Payroll Record ID
  3. Employee Number
  4. Baby Due Date
  5. Baby Born Date
  6. Expected Leaving Date
  7. Actual Leaving Date
  8. Expected Return Date
  9. Actual Return Date
  10. Empty Field
  11. No Of Weeks Leave
  12. HR Record ID

Paternity (Adoption) Fields

  1. Record Type – “SPPA”
  2. Payroll Record ID
  3. Employee Number
  4. Matched Date
  5. Child Expected Date
  6. Placed Date
  7. Expected Leaving Date
  8. Actual Leaving Date
  9. Expected Return Date
  10. Actual Return Date
  11. Number Of Weeks Leave
  12. HR Record ID

Payroll Claims Export

This creates a csv file containing data from the Payroll Claims module of Selima HR for importing into Selima Payroll. It contains information about any payments that need to be made to the employees for hours worked and any pay adjustments.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Claim Date
  3. Claim Date (Not a typo, the claim date needs to be in this field as well)
  4. Payroll Pay Element Code
  5. Claim Value
  6. Grade
  7. Pay Scale Point
  8. Cost Code
  9. Batch Number
  10. Notes
  11. Hourly Rate

Expenses & Mileage Claims Export

Expenses

This creates a csv file containing data from the Expenses Claims module of Selima HR for importing into Selima Payroll.

This contains information about any expenses that have been claimed through the Claims module and need paying to employees.

Mileage

This creates a csv file containing data from the Mileage Claims module of Selima HR for importing into Selima Payroll.

This contains information about any mileage claims that need to be paid to employees.

↓ Download Sample File
<!– View Sample File –>

Expenses Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Claim Date
  4. Claim Date
  5. Claim Value
  6. Cost Code
  7. Notes (Containing Claim Batch Number)

Mileage Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Claim Date
  4. Claim Date
  5. Number of Miles Claimed
  6. Cost Code
  7. Notes (Containing Claim Batch Number, Number of Miles & Number of Passenger Miles)

Employee Loans Export

If an employee borrows any money from the company then this will export information about any payments and deductions that need to be made to and from the employee’s salary. These deductions will continue until the loan is repaid. This creates a CSV file.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Value

Permanent Adjustments Export

This produces a csv file containing any permanent payments or deductions that have been attached to an employee’s salary. This file is imported into Selima Payroll.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Effective Date
  4. Units
  5. Payment Basis
  6. Pay Element Behaviour
  7. Original Balance
  8. Grade Code
  9. Pay Scale Point
  10. Convert To Pay Period Flag

Timesheets/Temporary Adjustments Export

This produces a csv file containing any temporary pay adjustments that have been entered in the HR > Employment > Pay screen

↓ Download Sample File

Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Hours/Pay Amount”
  4. Date
  5. Date

Rota Export

This is used to export all hours worked, paid leave, tronc payments and temporary pay adjustments from the rota module. This produces a csv file to be imported into Selima Payroll.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Hours/Payment Amount
  4. Date
  5. Date
  6. Cost Code
  7. Rate Description

Tronc Export

This exports data from the Tronc module relating to tronc payments that need to be made to employees. This produces a csv file.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Amount to Pay
  4. Date

Timesheet Export

This produces a csv file containing details of payments that need to be made to employees based on entries made in the timesheet module. These can be payments for time spent on particular tasks/projects and also any temporary pay adjustments that need to be made.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Payroll Pay Element Code
  3. Hours/Pay Amount
  4. Date
  5. Date
  6. Cost Code

Coda Export

This exports mileage claims information from Selima HR’s Expenses module to be imported into Unit 4’s Coda payroll. It produces a csv file. This file is then manually imported into Coda using Coda’s file import functionality.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Company Code
  2. Claim Number
  3. Claim Date
  4. Line Type
  5. Nominal Code
  6. Cost Code
  7. Employee Number
  8. Employee Name
  9. Tax Code
  10. Tax Turnover
  11. Value
  12. Tax Value

All Employee Header Details Export

This provides personal, salary and employment details for employees. This will export any new starters, leavers or employees whose details have been amended.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Title Code
  3. Forename
  4. Surname
  5. Address Line 1
  6. Address Line 2
  7. Address Line 3
  8. Address Line 4
  9. Post Code
  10. Telephone
  11. Mobile Number
  12. Email
  13. Gender Code
  14. Marital Status Code
  15. Previous Surname
  16. Date Of Birth
  17. Disabled
  18. Nationality
  19. Ethnic Origin
  20. Emergency Contact Name
  21. Emergency Contact Relationship
  22. Emergency Contact Telephone
  23. Tax Code
  24. NI Category
  25. NI Number
  26. Payment Method
  27. Payment Frequency
  28. Employment Start Date
  29. Leaving Date
  30. Salary
  31. Salary Period
  32. Contracted Hours
  33. Contracted Hours Period
  34. Sort Code
  35. Account Number
  36. Account Name
  37. Building Society Number
  38. Department Code
  39. Cost Code
  40. Notes
  41. Job Title

Assign Employee Deductions Export

This export produces details of any permanent deductions that have been attached to the employee’s salary.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Sage Pay Element Code
  3. Hours

Assign Employee Payments Export

This export produces details of any permanent additions that have been attached to the employee’s salary.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Sage Pay Element Code
  3. Hours

Rota Payments Export

This exports the hours worked by employees from the Rota module, along with any temporary additional amounts that need to be added to the employee’s pay.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Hours Worked
  3. Additional Payment #1
  4. Additional Payment #2

Rota Deductions Export

This exports the hours worked by employees from the Rota module, along with any temporary additional amounts that need to be added to the employee’s pay.

↓ Download Sample File
<!– View Sample File –>

Fields

  1. Employee Number
  2. Additional Deduction #1
  3. Additional Deduction #2

Employees Export

There are three exports available which are used to export data from Selima HR’s Expenses Module into Selima’s P11D Expenses system. Each export produces a csv file.

This exports the employee’s personal data.

↓ Download Sample File

Fields

  1. Preface – “R”
  2. NI Number
  3. Surname
  4. Initials
  5. Title
  6. Department
  7. Employee Number
  8. Director Flag
  9. Employment Start Date
  10. Employed End Date
  11. Address Line 1
  12. Address Line 2
  13. Address Line 3
  14. Address Line 4
  15. Post Code
  16. Cost Centre
  17. Gender
  18. Date of Birth
  19. Email

Cars Export

This export contains details of any private vehicles belonging to the employee which may be used to claim back mileage costs within a specified 12 month period.

↓ Download Sample File

Fields

  1. Preface – “R”
  2. NI Number
  3. Registration
  4. Make
  5. Model
  6. CC
  7. Date Registered
  8. Date First Used
  9. Date Last Used
  10. List Price
  11. Empty Field
  12. Empty Field
  13. Empty Field
  14. Empty Field
  15. Empty Field
  16. Empty Field
  17. Empty Field
  18. Empty Field
  19. Empty Field
  20. Empty Field
  21. CO2 Emissions

Mileage Export

This export contains information about journeys, the number of passengers on the journey and the mileage amount claimed, within a given 112 month period.

↓ Download Sample File

Fields

  1. Preface – “R”
  2. NI Number
  3. Vehicle Type
  4. Mileage for Journey
  5. Mileage Amount Paid for Journey
  6. Number of Passengers on Journey
  7. Passenger Miles Payment for Journey

Revenues and Wage Costs Export

This exports information about sections, subsections and the wage costs and revenues for each section and subsection. This information is extracted from the Selima HR’s Rota module. The export produces four separate csv files into a specified ftp folder on the Selima servers. These files are currently being imported automatically into Collset SharePoint Solutions.

Revenues Export Information

The fields exported in this file are based on the revenue streams that have been set up in Selima’s Rota module.

↓ Download Section Sample File
↓ Download Subsection File
↓ Download Wage Cost Sample File
↓ Download Revenue Sample File

Section Export Fields

  1. Section ID
  2. Name
  3. Section Code

Subsection Export Fields

  1. Subsection ID
  2. Name
  3. Code
  4. Section ID

Wage Cost Export Fields

  1. Key
  2. Date
  3. Section ID
  4. Section Name
  5. Subsection ID
  6. Subsection Name
  7. Hours Worked
  8. Wage Cost
  9. Chargeable Pay
  10. Holiday Accrual Payments
  11. Employers National Insurance Payment

Revenues Export Fields

  1. Key
  2. Date
  3. Section ID
  4. Section Name
  5. Forecast-[Liquor-Revenue]
  6. Forecast-[Food-Revenue]
  7. Forecast-[Other-Revenue]
  8. Budget-[Liquor-Revenue]
  9. Budget-[Food-Revenue]
  10. Budget-[Other-Revenue]
  11. Actual-[Liquor-Revenue]
  12. Actual-[Food-Revenue]
  13. Actual-[Other-Revenue]

Revenues and Clock Times Import

Selima HR provides a standard template to enable revenue figures and employee clocking in and out times to be imported into the Selima HR Rota module.

The two files are csv files and would need to be placed into an ftp folder on the Selima servers where it will be automatically imported.

↓ Download Revenue Import Sample File
↓ Download Clock Times Sample File

Revenue Import Fields

  1. Site ID
  2. Date
  3. Revenue Key
  4. Value

Clock Times Fields

  1. Site Id
  2. Employee Number
  3. Clocking In Time
  4. Clocking Out Time
  5. Clocking In Message
  6. Clocking Out Message

Employee Import

<!–

This export contains information about journeys, the number of passengers on the journey and the mileage amount claimed, within a given 112 month period.

–>
<!– ↓ Download Sample File –>

Employee Data

  1. Employee Number
  2. Title
  3. Title Description
  4. Gender
  5. Gender Description
  6. Forename
  7. Surname
  8. Preferred Forename
  9. DOB
  10. Employee’s Post
  11. Post Start Date
  12. Start Date
  13. Leaving Date
  14. Leaving Reason Code
  15. Leaving Reason Description
  16. Addr1
  17. Addr2
  18. Addr3
  19. Addr4
  20. Post Code
  21. Mobile
  22. Phone
  23. Work Email
  24. Personal Email
  25. NI Number

Post Data

  1. Post Id
  2. Post Title
  3. Post Title Description
  4. Contract Type
  5. Contract Type Description
  6. Cost Codes
  7. Cost Code %ages
  8. Reports To Post ID
  9. Authoriser Post ID

Hierarchy Data

  1. Department Code
  2. Department Description
  3. Division Code
  4. Division Description
  5. Section Code
  6. Section Description
  7. Subsection Code
  8. Subsection Description
  9. Division Description
  10. Section Code
  11. Section Description
  12. Subsection Code
  13. Subsection Description
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