---
title: Employee Master Data Fields Guide
description: Master Data fields Guide for creating and editing employee records in Ocerli
---

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# Employee Master Data Fields Guide

## The Master Data Import allows you to add or update employee information in bulk. This guide explains the fields available within the Master Data Import template, including the required format and examples of acceptable data.

Fields marked with an asterisk (\*) are mandatory. Some fields may only be required for a particular jurisdiction or when creating a specific type of record. 

Where a field contains a dropdown list in the import template, select one of the available options rather than manually entering a different value. 

**Employee Details**

Use these fields to enter the employee's personal and employment information. The current template includes personal information through to employment, pay schedule and pay method details.

| **Personal Details** |  |  |  |  |
| --- | --- | --- | --- | --- |
| **Field** | **Mandatory** | **Format** | **Example** | **Notes** |
| Title \* | Yes | Dropdown | Mr | Select from the available options |
| Firstname \* | Yes | Text | John | Employee's first name |
| Middlename | No | Text | Michael | Leave blank if not applicable |
| Surname \* | Yes | Text | Smith | Employee's surname/family name |
| Known As | No | Text | Johnny | Employee's preferred name or nickname |
| Date of Birth \* | Guernsey & IOM only | DD/MM/YYYY | 15/06/1990 | Mandatory for Guernsey and Isle of Man employees |
| Marital Status | No | Dropdown | Select from dropdown | Select from the available options |
| Gender | No | Dropdown | Select from dropdown | Select from the available options |

| **Address Details** |  |  |  |  |
| --- | --- | --- | --- | --- |
| **Field** | **Mandatory** | **Format** | **Example** | **Notes** |
| Home Address Line 1 | No | Text | 10 High Street | First line of the employee's home address |
| Home Address   Line 2 | No | Text | St Helier | Leave blank if not required |
| Home Address   Line 3 | No | Text | Jersey | Leave blank if not required |
| Home Address   Line 4 | No | Text | Channel Islands | Leave blank if not required |
| Home Address   Postcode | No | Text | JE2 3AA | Employee's postcode or ZIP code |

| **Employment Details** |  |  |  |  |
| --- | --- | --- | --- | --- |
| **Field** | **Mandatory** | **Format** | **Example** | **Notes** |
| Occupation | No | Dropdown | Select from dropdown | Employee's occupation |
| Organisation \* | Yes | Text | Example Company Ltd | Enter the organisation the employee belongs to |
| Jurisdiction | No | Dropdown | Select from dropdown | Employee's payroll jurisdiction |
| Organisation   Department | No | Dropdown | Select from dropdown | Department assigned to the employee |
| Employee Ref \* | Yes | Text/Number | EMP001 | Enter a unique employee reference |
| Date Started \* | Yes | DD/MM/YYYY | 01/04/2026 | Employee's employment start date |
| Date Left | No | DD/MM/YYYY | 31/08/2026 | Only complete where applicable |
| Employment   Type \* | Yes | Dropdown | Select from dropdown | For example, the applicable full-time or part-time option |
| Employment   Contract Type | No | Dropdown | Select from dropdown | Select the applicable contract type |
| Organisation   Pay Schedule | No | Dropdown | Select from dropdown | Pay schedule assigned to the employee |
| Organisation   Employment   Term \* | Yes | Dropdown | Select from dropdown | Employee's assigned working hours |
| Pay Method \* | Yes | Dropdown | Select from dropdown | Select the applicable payment method |

| **Tax & Social Details** |  |  |  |  |
| --- | --- | --- | --- | --- |
| **Field** | **Mandatory** | **Format** | **Example** | **Notes** |
| Tax Reference   No | No | Jurisdiction-specific | AB12345 | Enter the employee's applicable tax reference |
| Social Reference   No | No | Jurisdiction-specific | AB123456C | Enter the employee's applicable social security reference |
| Iom Pension   Flag | No | Dropdown | Select from dropdown | Indicates whether the employee is subject to Isle of Man pension rules |
| Iom Resident   Flag | No | Dropdown | Select from dropdown | Indicates whether the employee is an Isle of Man resident |
| Located In   Alderney | No | Dropdown | Select from dropdown | Indicates whether the employee is located in Alderney |
| Itis Payroll Type  \* | Yes | Dropdown | Select from dropdown | Complete with the applicable ITIS payroll type |
| Itis Manpower   Status  \* | Yes | Dropdown | Select from dropdown | Complete with the applicable ITIS manpower status |
| Itis Husband   Forename | No | Text | John | Complete where applicable |
| Itis Husband   Surname | No | Text | Smith | Complete where applicable |
| Cer Employee   Tin Ref | No | Text | 123-456-7890 | Employee's TIN reference used for CER submissions |
| Social Security   Has Left Island | No | Dropdown | Select from dropdown | Indicates whether the employee has permanently left the island |

| **Salary Details** |  |  |  |  |
| --- | --- | --- | --- | --- |
| **Field** | **Mandatory** | **Format** | **Example** | **Notes** |
| Salary Effective   Date \* | Yes | DD/MM/YYYY | 01/01/2026 | Date the salary becomes effective |
| Salary Pay   Frequency | No | Dropdown | Select from dropdown | Select the applicable salary frequency |
| Salary Value | No | Number | 35000 | Enter the employee's salary amount |

| **Tax & Social Record** |  |  |  |  |
| --- | --- | --- | --- | --- |
| **Field** | **Mandatory** | **Format** | **Example** | **Notes** |
| Tax Soc   Effective Date \* | Yes | DD/MM/YYYY | 01/01/2026 | Date the tax and social settings become effective |
| Tax Social   Category | No | Dropdown | Select from dropdown | Select the employee's applicable tax/social category |
| Gsy Tax Soc   Weekly Tax   Code \* | Yes | Text | Enter applicable code | Complete where applicable for Guernsey |
| Gsy Tax Soc   Monthly Tax   Code \* | Yes | Text | Enter applicable code | Complete where applicable for Guernsey |
| Tax   Percentage | No | Number | 20 | Enter the applicable percentage without the % symbol if required by the template |
| Tax Soc ITIS   Exempt   Certificate   Number | No | Text | EX123456 | Complete where an ITIS exemption certificate applies |
| Tax Soc   Exclude from   Manpower     Submission | No | Dropdown | Select from dropdown | Indicates whether the employee should be excluded from manpower submissions |
| Tax Soc   Exclude from   Social   Submission | No | Dropdown | Select from dropdown | Indicates whether the employee should be excluded from social submissions |
| Tax Soc Exclude from Tax Submission | No | Dropdown | Select from dropdown | Indicates whether the employee should be excluded from tax submissions |

| **Isle of Man Details** |  |  |  |  |
| --- | --- | --- | --- | --- |
| **Field** | **Mandatory** | **Format** | **Example** | **Notes** |
| Iom Director Start Date | No | DD/MM/YYYY | 01/04/2026 | Director appointment start date |
| Iom Director End Date | No | DD/MM/YYYY | 31/03/2027 | Complete where the directorship has ended |
| Iom Tax Code | No | Text | Enter applicable tax code | Enter the employee's Isle of Man tax code |

| **Guernsey Details** |  | **Direction Notice Details** |  |  |
| --- | --- | --- | --- | --- |
| **Field** | **Mandatory** | **Format** | **Example** | **Notes** |
| Gsy DN Tax Adjustment | No | Number | 100 | Direction Notice tax adjustment value |
| Gsy DN Sequence No | No | Number | 1 | Direction Notice sequence number |
| Gsy DN Start Date | No | DD/MM/YYYY | 01/01/2026 | Direction Notice start date |
| Gsy DN End Date | No | DD/MM/YYYY | 31/12/2026 | Direction Notice end date |
| Gsy DN Amount | No | Number | 500 | Direction Notice adjustment amount |

|  |  | **Other Guernsey Details** |  |  |
| --- | --- | --- | --- | --- |
| **Field** | **Mandatory** | **Format** | **Example** | **Notes** |
| Gsy Occupation Code | No | Text | Enter applicable code | Employee's Guernsey occupation code |
| Gsy Full Time Education | No | Dropdown | Select from dropdown | Indicates whether the employee is in full-time education |
| Gsy Opted Out Until | No | DD/MM/YYYY | 31/12/2026 | Date until which the employee has opted out |
| Gsy Deferred Until | No | DD/MM/YYYY | 31/12/2026 | Date until which the employee's contribution is deferred |

| **Bank Details** |  |  |  |  |
| --- | --- | --- | --- | --- |
| **Field** | **Mandatory** | **Format** | **Example** | **Notes** |
| Bank Active Date | No | DD/MM/YYYY | 01/01/2026 | Date the bank details become active |
| Bank Name | No | Text | Example Bank | Name of the employee's bank |
| Bank Sort Code | No | XX-XX-XX | 12-34-56 | Enter using the required six-digit sort code format |
| Bank Account Number | No | Number/Text | 01234567 | Enter the full account number, including any leading zeros |
| Bank Account Name | No | Text | John Smith | Name held on the employee's bank account |
| Bank Payment Reference | No | Text | EMP001 | Reference to be included with the employee's bank payment |

 

 

**Important Notes Before Importing your completed Master Data Import template:**

- Complete all fields marked with an **asterisk (\*)** where applicable. The existing guide defines the asterisk as identifying mandatory Master Data Import fields.
- Use the available **dropdown options within the import template** where provided.
- Enter dates consistently in the required date format.
- When creating a record containing several related fields, such as a **Salary** or **Tax & Social** record, ensure the relevant fields are completed together.
- Only complete **jurisdiction-specific fields** where they apply to the employee.
- Check reference numbers, bank details and other identifying information carefully before importing.
- Where a field is not applicable and is not mandatory, it can be left blank.

 

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