30.04.2025
Dear ETB’s
I’d like to draw attention to a number of payroll operations process amendments required on foot of audit recommendations received to date.
- Format of ETTO files
To enable the loading of ETTO files directly into the system, we would ask that all ETTOs are submitted in the CSV. Format. This option is available at the time of extraction from the DCS system and instructions can be sourced from the DCS helpdesk if there’s any queries on this. Manually created ETTO’s should be saved and submitted as CSV.
- Instances of negative net pay
Where a payee enters a negative net pay position due to the application of deductions for Illness, Maternity benefit or half pay sick leave etc. It is important to remove the negative value but also ensure all pension contributions owed are deducted in the payroll being actioned.
In line with current process, these instances will be notified to the ETB for review and amendment. ESBS Operations will provide on the memo, the payslip details which will show the total Gross pay, the pension contributions and ASC contribution calculated + the total illness benefit/mat benefit deduction which the system is attempting to be taken. The max negative allowance will need to be amended to the Gross – Pension cons for the period.
The ETB will need to send in an ETTO to either remove the deduction altogether or reduce it down so the employee is not in negative pay. i.e. reduce it to the gross less pension
- PRSI classes for Employees In Receipt of State Pension Contributory –
ESBS operation team have developed functionality that allows us analyse RPN data to establish when a payee is confirmed by Revenue as being in receipt of a contributory State pension. Where notified of such instances, ESBS will amend the payees PRSI status to reflect the modified rate payable. ESBS operations will then notify the relevant ETB via memo that the change has been made. This will mean the Age 66 report previously circulated is now redundant.
- Changes to Data provided on the Control report to facilitate validation
In order to assist ETB’s in the final validation required ahead of closing payrolls, ESBS operations team have broadened the scope of the Controls report provided to incorporate all pertinent information for checking within the one document across the following tabs:
Tab description | Contents |
Controls Summary Report | This summary report steps out the total number of employees under the various categories. These values can be further validated by reference to the subsequent tabs where the employees concerned are called out with their respective employee numbers |
Employees Processed | A full list of processed employees will be provided on this tab – this might include those who are processed with a 0 net pay value |
Employees to be Paid | A full list of employees receiving pay will be provided on this tab – those with a 0 net pay value will be excluded from this report |
Employees Unprocessed | A full list of unprocessed employees will be provided on this tab |
Zero Gross Pay + Zero Net Pay | A full list of employees who have EITHER a zero gross or nett pay will be provided on this tab |
Joiners + Rejoiners | A full list of joiners/rejoining employees will be provided on this tab |
Leavers | A full list of leaver will be provided on this tab |
Thank you in advance for your cooperation in relation to these matters.
Kind Regards
——
Gillian Begley
Lárionad um Sheirbhísí Comhroinnte Gnó Oideachais (SCGO)
Education Shared Business Services (ESBS) Centre
——
An Roinn Oideachais
Department of Education
Urlár 4, Áras Generali, Páirc Mhiondíola Bhail Blainséir, Baile Bhlainséir, D15 YT2H.
Floor 4, The Generali Building, Blanchardstown Retail Park,
Blanchardstown, D15 YT2H.