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Due to HMRC requirements, there are a number of mandatory fields on your employee's profile, this is to ensure all submissions to HMRC will be submitted successfully. Any missing or incorrectly formatted data will prevent the FPS from reaching HMRC, which could result in late filing penalties. Therefore, Pento has made all HMRC required fields mandatory in Pento.
Please see the list of mandatory fields below:
HMRC required fields
- First Name
- Last Name
- Date of Birth
- Employee ID
- Address Line 1
- Post Code
- Valid NI Number
- NI Category
- Tax Code
- Employee Start date
Please note - If you provide a personal title for an employee, HMRC requires it to match the gender normative associated with that title. For Male, it must be Mr, Dr or None. For Female, it must be either Ms, Miss, Mrs, Dr or None.
Pento required fields
As Pento is an automated platform, we have also mandated the banking section on employee profiles, this is to ensure employees' payment details are not missed in error. If you have an employee that you do not wish to pay with the payroll, please refer to our help article How to ensure an employee isn't paid on payday.
Please see the Pento required fields below:
- Email Address
- Sort Code
- Account Number
We also recognise that some of our customers process multiple pay frequencies, therefore we have made it mandatory to assign a Pay schedule and Salary to each employee. You can find this on the Salary tab in the employee's profile.
Pento emails employee documents such as payslips, P45s, P60s etc. directly to the email address defined in their employee record, therefore Email address is also a mandatory field.
Please note - In order to comply with GDPR regulations, we require each employee record to have a unique email address, therefore, Pento will not allow the record to be updated if the email address is already in use.
To ensure our customers remain compliant with The Pensions Regulator, we will soon make it mandatory to set a pension status on all employees. Please refer to our help article How to enrol staff into a Pension Scheme for further guidance.
Even if an employee has opted-out of your pension scheme, we recommend you set their pension status to opted-out in Pento.
HRIS Integrations and Mandatory fields
If you are integrated with your HRIS provider, you will need to ensure you update the data within your HR software, otherwise, once the values have synced with Pento, any missing or incorrectly formatted data will be overwritten with the data from your HRIS software, where this is incorrect or null, the fields will be blank in Pento.