Managing Country-Specific Workforce Data

This chapter discusses how to:

(CAN) Provide additional information for Canadian employees.
(CHE) Run the Company Statistics report.
(ESP) Generate Affiliation to Social Security (AFI) flat files.
(FRA) Provide additional information for French workers.
(NLD) Record and report Wet Stimulering Arbeidsdeelname (SAMEN) diversity information for Dutch workers.
(ITA) Record additional hiring data for Italian workers.
(ITA) Record end of employment information for Italian workers.
(ITA) Run the Equal Opportunities report.
(USA) Determine U.S. residency status for foreign nationals.

(CAN) Providing Additional Information for Canadian Employees

There are a few issues that are unique to a Canadian workforce.

Note. While the Ontario Employment Equity Commission (OEEC) no longer requires employees in Ontario to complete workforce surveys, the PeopleSoft system continues to offer Ontario Employment Equity (OEE) reporting functionality.

This section discusses how to:

Enter OEEC workforce survey responses.
Record employee-level information about official language use.

Pages Used to Provide Additional Information for Canadian Employees

Page Name	Object Name	Navigation	Usage
OEE Workforce Survey	CAN_OEE_SURVEY	Workforce Administration, Personal Information, OEE Workforce Survey CAN, Workforce Survey Result	Enter OEEC workforce survey responses.
Official Languages	PERS_OFFLNG_CAN	Workforce Administration, Personal Information, OEE Workforce Survey CAN, Official Languages	Record employee-level information about the use of official languages. The information stored in this page is used for the Official Languages reports that you submit to the Canadian government, in accordance with the Official Languages Act.
OEE Groups by OCC Group	RUNCTL_FTCANAC	Workforce Administration, Personal Information, OEE Workforce Survey CAN, Groups by OCC Group Report	Generate the OEE Groups by OCC Group report (PER103CN). The report lists the totals of active employees, within the defined area codes, employed within the date range.
OEE Groups by Employment Type	RUNCTL_FTCANAC	Workforce Administration, Personal Information, OEE Workforce Survey CAN, Groups by Emplymnt Type Rpt	Generate the OEE Groups by Employment Type report (PER104CN).
OEE Groups/Jobs Filled/Vacated	RUNCTL_FTCANAC	Workforce Administration, Personal Information, OEE Workforce Survey CAN, Groups/Jobs Filled/Vacated	Generate the OEE Groups by Jobs Filled/Vacatd report (PER106CN), which lists the totals of active employees, within the defined area codes, employed within the date range.
OEE Workforce Survey Stats	RUNCTL_PER105CN	Workforce Administration, Personal Information, OEE Workforce Survey CAN, Workforce Survey Stats	Run the OEE Work Force Survey Stats report (PER105CN). The OEE Work Force Survey Stats report lists the number of surveys received and the numbers that were completed.

Entering OEEC Workforce Survey Responses

Access the OEE Workforce Survey page.

Date Survey Received

Enter the date on which the survey was received. The default is the system date, which is usually today’s date. Change this date if necessary.

Completed

Select to indicate that the survey was completed.

Survey Data

Indicate whether the survey respondent is Aboriginal, Minority, Disabled, or Female.

Recording Employee-Level Information About Official Language Use

Access the Official Languages page.

Service to Public

Indicate which languages the employee uses to provide service to the public.

Language of Internal Service

Montreal, Quebec, New Brunswick, Ontario, and NCR (National Capital Region)

For the locations listed in this group box, indicate which languages the employee uses to communicate internally. Select N/A (not applicable) for those locations that don’t apply.

Supervisory Communication Reqt (Supervisory Communication Required)

Montreal, Quebec, New Brunswick, Ontario, and NCR (National Capital Region)

For the locations listed in this group box, indicate which languages the employee requires for supervisory communication. Select N/A (not applicable) for those locations that don’t apply.

(CHE) Running the Company Statistics Report

The Swiss Federal Department of Statistics requires all Swiss companies to create this report every 10 years.

Page Used to Run the Company Statistics Report

Page Name	Object Name	Navigation	Usage
Company Statistics	RUNCTL_PER001_CHE	Workforce Monitoring, CHE-Company Statistics	Run the Company Statistics report (PER001CH). This report provides information on employee wages, occupations, and other data necessary for the Company Statistics report (Betriebszaehlung).

(ESP) Generating AFI Flat Files

This section provides an overview of the AFI process and discusses how to create an AFI flat file.

Understanding the AFI Process

For Spanish employers, PeopleSoft Enterprise Human Resources includes an AFI process (SOCS_AFI_ESP) for reporting workforce changes to the Social Security General Treasury. The PeopleSoft process simplifies submissions by automatically creating a flat file in the format that is required by the Spanish authorities.

The AFI process generates a flat file that lists changes in workforce, such as hiring, terminations, personal, or job data changes, for a particular period. You run the process for a selected company and Codigo Cuenta de Cotizacion (CCC).

There are two ways to select the employees to include in the AFI file:

Select the types of changes that you want to report.

The system generates a list of employees who match the criteria, and you can select the employees to include.
Select specific employee IDs.

If you know which employees you want to include, enter the employee IDs.

In addition to workforce changes, you can use the AFI process to send information requests to the Social Security General Treasury. Employers use these requests to obtain information about their employees’ social security contributions.

Page Used to Generate AFI Flat Files

Page Name	Object Name	Navigation	Usage
AFI Generation	RC_SOCS_AFI_ESP	Workforce Administration, Workforce Reports, AFI Report ESP	Create an AFI flat file for an entire company, for a business unit, or for employees who meet certain criteria.

Creating an AFI Flat File

Access the AFI Generation page.

AFI File Name

AFI File Name	Enter the name of the file to be created.
Date From and Date To	Enter the first and last dates of the period for which you want to generate an AFI file.
Test	Select to run the process as a test. The process creates a flat file with a test flag that the Social Security General Treasury recognizes.

Company Data

Company	Select the company for which to report data.
Employer Social Security Number	Select the employer’s social security number for which to report data. If you leave this field blank, the extract file contains data for all of the employer’s social security numbers.
Main	Indicates whether this is the employer’s primary social security number.
Inquire Company Situation	Select to request the information that the Social Security General Treasury has about the company.
Inquire Workers	Select to request the information that the Social Security General Treasury has about current workers in the CCC.
Inquire Previous Numbers	Select to request the information that the Social Security General Treasury has about previous movement in the CCC.
Labor Life	Select to request the information that the Social Security General Treasury has about labor life in the CCC.

Employee Actions

There are two ways to select employees:

Select one or more AFI flat file actions and click Select Employees to display a list of employees who have those actions.
Enter employees by employee ID.

Hire	Select to include employees who were hired.
Termination	Select to include employees who were terminated.
Contract	Select to include employees whose contracts changed.
Work Group	Select to include employees whose work group changed.
Risk Code	Select to include employees whose risk code changed.
Select Employees	Click to select employees whose actions meet your criteria. The system automatically populates the EmplID, Social Security Action, Action, and Reason Code fields for these employees.
Employee Record Number	Enter the ID of the employee that you want to include in the AFI flat file. You can delete an employee from the list that was generated when you clicked the Select EE button if you do not want to report information for the employee.
Social Security Action	Select the AFI flat file action to report for the employee.
Action	Select the internal action code to include in the AFI flat file for the employee.
Reason Code	Select the action reason to include in the AFI flat file for the employee.

(FRA) Providing Additional Information for French Workers

This section discusses how to:

Track mandate information.
Enter worker military service information.

Pages Used to Provide Additional Information for French Workers

Page Name	Object Name	Navigation	Usage
Mandates	MANDATES_FRA	Workforce Administration, Job Information, Mandates FRA	Track mandate information for French workers.
Military Situation	MILIT_SITUATN_FRA	Workforce Administration, Personal Information, Biographical, Military Situation FRA	Enter worker military service information, including the branch of the armed forces in which the worker served, and the worker's ID number, grade, and reserve status.

Tracking Mandate Information

Access the Mandates page.

Mandate Type

Select a mandate type.

Mandate Begin Date and Mandate End Date

Enter the mandate begin and end dates during which the worker was associated with the mandate type.

Establishment ID

Select an establishment ID.

Hours

Indicate the number of hours for the mandate, if appropriate.

Entering Worker Military Service Information

Access the Military Situation page.

Begin Date and To

Indicate the begin and end date for the worker’s military service.

Arm

Enter the arm of the military in which the worker served.

Rank, Military Number, and Position

Indicate the worker’s rank, military number, and position if known.

Military Appointment, Individual Appointment, and None

Indicate if the service was the result of a military appointment, an individual appointment, or none (to indicate that the worker wasn’t appointed to the position).

If the worker had a military appointment, enter additional reserve information.

Notify by Military Reserve	Enter the appropriate Notify by Military Reserve information.
Date	Enter the date of notification.
Arm in the Reserve	Enter the worker’s arm in the reserve.
Rank	Enter the worker’s rank.

If the worker has an individual appointment, enter additional information.

Notify by Individual Reserve	Enter the appropriate Notify by Individual Reserve information.
Date	Enter the date of notification.
Individual Position (Reserve)	Enter the worker’s individual position in the reserve.

(NLD) Recording and Reporting SAMEN Diversity Information for Dutch Workers

This section provides an overview of the SAMEN diversity law and SAMEN registration and discusses how to:

Establish a worker's ethnic status.
Run the NLD Law SAMEN Statistics report.

Understanding the SAMEN Diversity Law and SAMEN Registration

If you have a Dutch workforce, you need to track information on the national origin of an employee’s birth parents. This information establishes the ethnic status of workers, which complies with the SAMEN diversity law, or the “law to promote equal labor participation for persons of a different ethnic origin” in the Netherlands.

The SAMEN law provides for equal employment opportunities for immigrant workers or their children or both. The birth country of either the employee or one of the employee’s parents determines whether the employee qualifies as a SAMEN employee and can be recorded as such for reporting to the Dutch government. Children of immigrant workers are subject to this law as well, even if they were born in the Netherlands, and even if the parents have been naturalized in the meantime, as long as one of the parents was born in one of the SAMEN countries. Every two years, the Dutch Ministry Of Social Affairs reviews the list of countries that are designated as SAMEN countries. This decision depends mainly on employment statistics for immigrant workers (and their children) from certain countries .

If the employee qualifies and has no objection to SAMEN registration, record the birth country of the employee’s mother and father. When you select a birth country for the employee’s parents, you can choose only from among those countries stored in the Country table (COUNTRY_TBL). The system indicates if the birth country is one of the SAMEN countries stored in the NLD SAMEN Country table. When the selected country is IDN (Indonesia), an additional category appears, which indicates an additional choice to fulfill SAMEN ID requirements.

Pages Used to Record and Report SAMEN Diversity Information for Dutch Workers

Page Name	Object Name	Navigation	Usage
SAMEN Registration	SAMEN_NLD	Workforce Administration, Personal Information, Diversity Compliance NLD, Law SAMEN Registration	Establish worker ethnic status to comply with the SAMEN diversity law for a qualifying Dutch worker.
WBEAA Data - NLD	RUNCTL_PER038_NL	Workforce Administration, Personal Information, Diversity Compliance NLD, Law SAMEN Report	Run the NLD Law SAMEN Statistics report (PER038NL).

Establishing a Worker’s Ethnic Status

Access the SAMEN Registration page.

Objection Registration

Select if the employee objects to being included in the SAMEN reporting to the Dutch government. If selected, the system won’t include the employee when you generate the SAMEN report.

Included in Target Group

Select to include the employee in the SAMEN reporting to the Dutch government. This field is available for entry only when one parent comes from a target group.

SAMEN Identification

Birth Country	Displays the employee’s birth country. Note. The system always displays the employee’s birth country and indicates if it is one of the SAMEN countries stored in the NLD SAMEN Country table.
Father’s Birth Country and Mother’s Birth Country	Select the birth country of the employee's father and mother.
Category	This field appears if a birth country is IDN (Indonesia). Select one of these values to fulfill SAMEN ID requirements: Former Netherlands East Indies: (born in Indonesia before December 27, 1949). Incl. Law Rietkerk-uitkering: (in Register 1b, Rietkerk-uitkering law). Indonesia (after 27-12-1949): (born in Indonesia after December 27, 1949).
In Target Group	The system automatically selects this check box if the birth country for the employee, employee’s father, or employee’s mother is one of the countries stored in the NLD SAMEN Country table.

Running the NLD Law SAMEN Statistics Report

Access the WBEAA Data - NLD page.

The Law SAMEN Statistics report (PER038NL) produces the required SAMEN statistics information. The reports lists the number of people in the workforce who were born in a SAMEN country, or one of whose parents was born in one.

(ITA) Recording Additional Hiring Data for Italian Workers

This section discusses how to run the Matricula Book Calculation process.

Pages Used to Record Additional Hiring Data for Italian Workers

Page Name	Object Name	Navigation	Usage
ITA Employee Documentation	EMPL_DOC_ITA	Workforce Administration, Job Information, Employment Categorization ITA, Documents	Record an employee's workbook code and employment eligibility, or C1 declaration code and release date.
ITA Employee Job Letter	EMPL_JOBLTR_ITA	Workforce Administration, Job Information, Employment Categorization ITA, Job Letters	Use the ITA Employee Job Letter page to print the hiring letter to be signed by both employee and employer on or before the first day of employment. The page displays company, labor agreement, and employee category information. Select the Print Letter check box and enter the date. Select Save to print the letter.
Empl Comp Cd Ita (employee company codes, Italy)	EMPL_COMP_CD_ITA	Workforce Administration, Job Information, Employment Categorization ITA, Company Codes	Use the Empl Comp Cd Ita page to link employees with company INAIL, INPS, PREV, INPDAI, and CIA codes.
Personal/Job Data	EMPL_MATR_BOOK_ITA	Workforce Administration, Job Information, Employment Categorization ITA, Matricula Book, Personal/Job Data	View or update data to be included in the Matricula book.
Address Data	EMPL_MTRBKADDR_ITA	Workforce Administration, Job Information, Employment Categorization ITA, Matricula Book	View or update Matricula book address data.
ITA Matricula Book Calc	RUNCTL_MATRBK_ITA	Workforce Administration, Job Information, Employment Categorization ITA, Matricula Calculation	Run the Matricula Book Calc process to update the Matricula table.

Running the Matricula Book Calculation Process

Access the ITA Matricula Book Calc page.

Employee Classification

Select the employee classification for this book.

Allow Retro Calculation

Select to enable retroactive calculations to capture previously lost or missed matricula data.

Last Matricula: Update

Select if you want the process to check for new matricula data only.

(ITA) Recording End of Employment Information for Italian Workers

This section discusses how to record employee resignation dates and normal notice periods.

Page Used to Record End of Employment Information for Italian Workers

Page Name	Object Name	Navigation	Usage
ITA Employee Terms	EMPL_TERMS_ITA	Workforce Administration, Job Information, Employee Categorization ITA, Terms	Record the date on which an employee resigns from your company, and the normal notice period as required by the employee's contract.

Recording Employee Resignation Dates and Normal Notice Periods

Access the ITA Employee Terms page.

Notification Date

Enter the date on which the employee gave notice of intent to end the contract.

Last Day at Work

Enter the last day the employee will be at work.

Notification Start Date and Notification End Date

Enter the start and end dates of the notification (preavviso) period, that is, the period for which the employer still pays contributions after termination. If the employment is terminated by the payee and notification is to be withheld, this is the period for which the amount should be withheld.

Special Termination Bonus

Enter any bonus incentive owed to the employee.

Withhold Notification Period

Indicates whether the employee’s salary is to be withheld during the period between the notification start and end dates. This is an information-only field.

Termination Carryover Item

Enter items that the employee can carry over for a termination. For example, during terminations such as a term for transfer to an affiliate, the employee and the employer can decide to "freeze" some items that can be transferred to the same employee for the new hiring process in the new affiliate company.

Termination Payment Item

Enter items that should be paid after termination.

(ITA) Running the Equal Opportunities Report

This section discusses how to run the Equal Opportunities report.

Page Used to Run the Equal Opportunities Report

Page Name	Object Name	Navigation	Usage
ITA Equal Opportunities	RUNCTL_PER053	Workforce Administration, Labor Relations, Reports, Equal Opportunities ITA	Run the ITA Equal Opportunities report (PER053). This report is submitted every two years and consists of eight different tables. All companies with 100 or more employees are required to submit this report.

Running the Equal Opportunities Report

Access the ITA Equal Opportunities page.

Desired Reports

Select the Equal Opportunities report tables that you want to populate.

Table 1 (Informazioni Generali Sull’azienda)	This table contains: Company and location information. Total number of employees as of December 31st of the second year of the reported period. Economic activity, including IVA organization codes. All CCNL information that applies.
Table 2 (Informazioni generali sulle unitá nell'ambito comunale)	This table contains: Location address. Total number of employees at that location as of the reporting date. Number of employees as of December 31st of the second year of the reported period.
Table 3 (Entrate e uscite nel biennio)	This table contains: Number of employees as of December 31st of the first year of the reported period. The number of hires as of December 31st of the first year of the reported period. The number of terminations as of December 31st of the first year of the reported period. Number of employees as of December 31st of the second year of the reported period.
Table 4 (Occupati al 31.12 del secondo anno del biennio e promozioni e assunzioni nell'anno)	Lists the number of employees in each of the following categories: dirigenti, quadri, impiegati, and operai. Within each category, the report lists the number of employees per category level.
Table 5 (Occupati al 31.12 del secondo anno del biennio per tipo contratto. CIG e aspettativa)	Lists, per contract type, the number of employees in each of the following categories: dirigenti, quadri, impiegati, and operai.
Table 6 (Elenco delle entrate, uscite e trasformazioni contratto (secondo anno del biennio))	This table contains the following information listed by category (dirigenti, quadri, impiegati, and operai): Hires, including employees transferred from another location of the company, employees changed from another category, and new hires. Terminations, including employees transferred to another location of the company or transferred to another category, and termination of the labor relation (pension, resignation, contract expiration, individual or collective dismissal, death, and disability). Contract changes, including from Determine Period to Undetermined, from part-time to full-time, and vice versa.
Table 7 (Formazione del personale svolta nel corso del secondo anno del biennio)	This table contains the following information listed by category (dirigenti, quadri, impiegati, and operai): Number of training participants. Total hours of training participation per category.
Table 8 (Retribuzione annua (secondo anno del biennio) per livello e categoria professionale)	This table contains the annual gross salary amount subdivided by category (dirigenti, quadri, impiegati, and operai) and contractual level.

Productive Units

Select the productive units of the employees on whom you're reporting.

(USA) Determining U.S. Residency Status for Foreign Nationals

This section discusses how to run the Substantial Presence test.

Page Used to Determine U.S. Residency Status for Foreign Nationals

Page Name	Object Name	Navigation	Usage
Substantial Presence Test	PRESENCE_TEST	Workforce Administration, Personal Information, Citizenship, Employee Presence Test USA	Run the Substantial Presence test to determine if alien employees are considered U.S. residents for tax purposes for a particular calendar year.

Running the Substantial Presence Test

Access the Substantial Presence Test page.

Under this test, a foreign national is considered a resident for tax purposes if the person is present in the U.S. at least 31 days in the current year and 183 days during the current year and the two preceding years, as determined under a weighted formula.

Nonresident aliens may make a special election to be treated as residents for the first year in which they are present in the U.S. This election is subject to several restrictions, one of which is that the nonresident alien must satisfy the Substantial Presence test in the year following the election.

Rules that govern which days don’t count towards an employee’s Substantial Presence test appear in the Do not count days in which the employee was group box. This test is only valid for current or previous years.

Visa Information

If the employee has a visa or permit, this group box provides information about the visa or permit.

Calendar Information

Calendar Year

Enter the appropriate calendar year.

Days Present in Calendar Year, Days Present in First Prior Year, and Days Present in Second Prior Year

Enter the number of days present in the current year, the previous year, and the year previous to that.

The actual days present in the first prior year equal 1/3 of 365 minus the value in the Days Present in First Prior Year field. The actual days present in the second prior year equal 1/6 of 365 minus the value in the Days Present in Second Prior Year field.

For example, enter the number of days present in 1998, followed by the number of days present in 1997, followed by the number of days present in 1996.

The Total Days Used in Presence Test field automatically displays the total number of days after all of the previous fields are completed.

Note. If you are entering Substantial Presence test information for multiple years, the First Prior Year and Second Prior Year fields are based on the prior year information.

Substantial Presence Test

Alien Registration "Green" Card

Select if the employee has been issued an alien registration card, or green card. If you select this check box, the Substantial Presence test isn’t necessary; the employee is considered a U.S. resident for tax purposes.

31 Days in Calendar Year

This check box is automatically selected if the employee has been present 31 days in a calendar year.

Perform Presence Test

Click to see if the employee passed the Substantial Presence test. The system calculates the total number of days present and selects either the Passed 183 Day Test or Did Not Pass 183 Day Test option.

In the 183 Day Test calculation, the system uses 100 percent of the days present in the calendar year.

Date Survey Received	Enter the date on which the survey was received. The default is the system date, which is usually today’s date. Change this date if necessary.
Completed	Select to indicate that the survey was completed.
Survey Data	Indicate whether the survey respondent is Aboriginal, Minority, Disabled, or Female.

Mandate Type	Select a mandate type.
Mandate Begin Date and Mandate End Date	Enter the mandate begin and end dates during which the worker was associated with the mandate type.
Establishment ID	Select an establishment ID.
Hours	Indicate the number of hours for the mandate, if appropriate.

Begin Date and To	Indicate the begin and end date for the worker’s military service.
Arm	Enter the arm of the military in which the worker served.
Rank, Military Number, and Position	Indicate the worker’s rank, military number, and position if known.
Military Appointment, Individual Appointment, and None	Indicate if the service was the result of a military appointment, an individual appointment, or none (to indicate that the worker wasn’t appointed to the position).

Objection Registration	Select if the employee objects to being included in the SAMEN reporting to the Dutch government. If selected, the system won’t include the employee when you generate the SAMEN report.
Included in Target Group	Select to include the employee in the SAMEN reporting to the Dutch government. This field is available for entry only when one parent comes from a target group.

Employee Classification	Select the employee classification for this book.
Allow Retro Calculation	Select to enable retroactive calculations to capture previously lost or missed matricula data.
Last Matricula: Update	Select if you want the process to check for new matricula data only.

Notification Date	Enter the date on which the employee gave notice of intent to end the contract.
Last Day at Work	Enter the last day the employee will be at work.
Notification Start Date and Notification End Date	Enter the start and end dates of the notification (preavviso) period, that is, the period for which the employer still pays contributions after termination. If the employment is terminated by the payee and notification is to be withheld, this is the period for which the amount should be withheld.
Special Termination Bonus	Enter any bonus incentive owed to the employee.
Withhold Notification Period	Indicates whether the employee’s salary is to be withheld during the period between the notification start and end dates. This is an information-only field.
Termination Carryover Item	Enter items that the employee can carry over for a termination. For example, during terminations such as a term for transfer to an affiliate, the employee and the employer can decide to "freeze" some items that can be transferred to the same employee for the new hiring process in the new affiliate company.
Termination Payment Item	Enter items that should be paid after termination.