Generating AFI Flat Files

Page Name

Definition Name

Usage

Create AFI File ESP - Employees Page

AFI_RC_1_ESP

Search for employees for which you need to communicate AFI data to social security, and then generate the AFI flat file for selected employees.

Create AFI File ESP - Employee Inquiries Page

AFI_RC_2_ESP

Create inquiries to submit to the Social Security General Treasury about selected employees. The AFI report process includes these inquiries in the AFI flat file that it generates.

Create AFI File ESP - Company Inquiries Page

AFI_RC_3_ESP

Create inquiries to submit to the Social Security General Treasury about selected companies. The AFI report process includes these inquiries in the AFI flat file that it generates.

Create AFI File ESP - Non Employee Inquiries Page

AFI_RC_4_ESP

Create inquiries to submit to the Social Security General Treasury about selected non-employees. The AFI report process includes these inquiries in the AFI flat file that it generates.

For Spanish employers, PeopleSoft 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.

Every time you add, delete, or update an effective-dated row to the JOB_DATA record, the system verifies whether the action is a termination. If so, the system adds, deletes, or updates the corresponding effective-dated row in the WKF_CNT_TYP record via PeopleTools Integration Broker. The system uses the ESPAFIData_Sync message subscription within the WORKFORCE_SYNC message to perform the synchronization.

When ready you can run the AFI process through the Create AFI Report ESP component. The AFI process generates a flat file that lists changes in workforce such as hiring, terminations, personal changes, or job data changes for a particular period. The system ensures that employees for whom you have already generated the report are not included in subsequent file generations.

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' or companies' social security contributions.

When you generate an AFI report through the AFI file generation process, the system assigns an AFI file name to each row of employee AFI data that it includes in the file. The assignment of this value prevents repeat communication of the data in subsequent AFI files. The system also assigns to the communicated row of data a node status value of Included in AFI and a time stamp value that specifies the date and time of the processing.

Note: To use AFI reporting functionality you must configure PeopleTools Integration Broker to support Integration Broker.

Use the Create AFI File ESP - Employees page (AFI_RC_1_ESP) to search for employees for which you need to communicate AFI data to social security, and then generate the AFI flat file for selected employees.

Navigation:

Workforce Administration > Workforce Reports > Create AFI File ESP > Employees

This example illustrates the fields and controls on the Create AFI File ESP - Employees page. You can find definitions for the fields and controls later on this page.

 Create AFI File ESP - Employees page

Field or Control

Description

File Name

Enter the name of the file that you want the process to use for the report. The system stores the data in an AFI file.

File Path

Enter the path where you want the process to store the report file.

Authorization Key

Select to narrow search results to employees working for companies with this authorization key. Social Security General Treasury provides companies with authorization codes to access Winsuite.

Date From and Date-To

Enter a date range to find all employees with a change in social security status between these dates.

Filter By

Select a filter to narrow search results further. When you select a filter, the Filter Data Grid becomes available to specify filter details. Available filters are:

  • SS Contribution Center: Select to run the process for a selected company and a social security number. The system displays the Filter Data Grid for you to select the company and social security number.

  • Company: Select to run the process for selected companies. The system displays the Filter Data Grid for you to select the companies.

  • Department: Select to run the process for selected departments. The system displays the Filter Data Grid for you to select the setID and departments.

  • Employee: Select to run the process for selected employees. The system displays the Filter Data Grid for you to select the employee IDs.

  • None: Select to search without a filter.

Search

Click to retrieve results based on your search criteria.

Filter Data Grid

Field or Control

Description

Company

Select the company for which to report data.

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.

SetID

Select the department setID for which to report data.

Department

Select the department for which to report data.

EmplID (employee ID)

Select the specific employee ID for which to report data.

Actions

Field or Control

Description

Hire

Select to include employees who were hired.

Termination

Select to include employees who were terminated.

Contract Data

Select to include employees whose contracts changed.

Like-Active Status

Select to include employees with like-active situations.

Worked Days Report

Select to include part-time employees whose worked days need to be reported.

Others

Select to include employees with other type of actions.

Employees

The system displays employees that meet your search criteria and have AFI data that you still need to report to social security. The system displays only employees with social security actions that you have not yet communicated to social security in an AFI report. Select the check box next to the employee AFI data row to include the information in the AFI flat file.

Field or Control

Description

Select All

Click this button to select all employees in the search results grid.

Deselect All

Click this button to deselect the check box for all employees in the search results grid.

Printed Response

Select whether you want a printed response from the Social Security General Treasury for the employee's AFI information. Values are:

  • No: Indicates that you do not want a printed response to the communication that you are sending.

  • Print Resolution: Indicates that you do want a printed response to the communication that you are sending.

  • Contribution Data Report (IDC): Indicates that you do not want a printed response to the communication that you are sending, but would like to receive information on the contribution data for the employee.

  • Print Resolution + IDC: Indicates that you want both a printed response to the communication that you are sending and information on the contribution data for the employee.

Use the Create AFI File ESP - Employee Inquiries page (AFI_RC_2_ESP) to create inquiries to submit to the Social Security General Treasury about selected employees.

The AFI report process includes these inquiries in the AFI flat file that it generates.

Navigation:

Workforce Administration > Workforce Reports > Create AFI File ESP > Employee Inquiries

This example illustrates the fields and controls on the Create AFI File ESP - Employee Inquiries page. You can find definitions for the fields and controls later on this page.

 Create AFI File ESP - Employee Inquiries page

Field or Control

Description

Clear All

Click this button to deselect all rows in the Employees grid on this page.

Empl ID andContract Number

Select the employee and the specific contract for which you want to submit an inquiry to social security.

Social Security Action

Select the inquiry that you want to submit to the Social Security General Treasury regarding the selected employee. Possible inquires are:

  • CH - Inquire Current Situation: Select to request the information that the Social Security General Treasury has about the employee.

  • CE - Inquire IT Per Ill: Select to request information about a temporary disability situation.

  • CP - Inquire Previous Movements: Select to request the information that the Social Security General Treasury has about previous movement in the CCC.

  • CD - Inquire TA2 Copy: Select to request a copy of a specific TA2 report. The system displays the Action Date field.

  • IDC - Inquire Contribution Data: Select to request information on the contribution data for the employee in the period selected by the user.

  • PLT - Contribution/Period. Employee: Select to request information on the contribution data for the employee for Settlement Period.

Action Date

If you select to inquire about a duplicate TA2 copy, the system prompts you to enter the action date of the original TA2.

Use the Create AFI File ESP - Company Inquiries page (AFI_RC_3_ESP) to create inquiries to submit to the Social Security General Treasury about selected companies.

The AFI report process includes these inquiries in the AFI flat file that it generates.

Navigation:

Workforce Administration > Workforce Reports > Create AFI File ESP > Company Inquiries

This example illustrates the fields and controls on the Create AFI File ESP - Company Inquiries page. You can find definitions for the fields and controls later on this page.

 Create AFI File ESP - Company Inquiries page

Field or Control

Description

Clear All

Click this button to deselect all rows in the Companies grid on this page.

Company

Select the company for which you want to submit an inquiry to social security.

Social Security Number

Select the employer's social security number for which to submit an inquiry.

Social Security Action

Select the inquiry that you want to submit to social security regarding the selected company. Possible inquires are:

  • AAC - Certificated Authorization: Select to request the Certificated Authorization to inquire other company data. The system asks for the Customer CCC in the Additional Data tab.

  • CL - Inquire Labor Life in CCC: Select to request the information that the Social Security General Treasury has about labor life in the CCC.

  • CS - Inquire CCC Situation: Select to request the information that the Social Security General Treasury has about the company.

  • CT - Inquire Current CCC Workers: Select to request the information that the Social Security General Treasury has about current workers in the CCC.

  • CTA - ITA by Authorization Key: Select to request the ITA (Affiliated Workers Report) by Authorization Key.

  • CTP - ITA by Main CCC: Select to request the ITA (Affiliated Workers Report) by Main Employer Social Security Number(CCC).

  • CU - Inquire Previous CCC Movement: Select to request the information that the Social Security General Treasury has about previous movement in the CCC.

  • PLC - Contribution/Period Company: Select to request information on the contribution data for company employees for Settlement Period.

  • PMT - Average Company Staff: Select to request information on average company staff.

Action Date

System prompts you to enter the start date of the period you are asking for information about. This is applicable for actions: AAC, CL, PLC, and PMT.

End Date

System prompts you to enter the end date of the period you are asking for information about. This is applicable for actions: AAC, CL, and PMT.

Customer CCC

Enter the complete Employer SSN (CCC) including the scheme for customer to request the authorization. This is applicable for the action: AAC.

Note: Click the Additional Data tab to view this field.

Use the Create AFI File ESP - Employee Inquiries page (AFI_RC_4_ESP) to create inquiries to submit to the Social Security General Treasury about selected employees.

The AFI report process includes these inquiries in the AFI flat file that it generates.

Navigation:

Workforce Administration > Workforce Reports > Create AFI File ESP > Non Employee Inquiries

This example illustrates the fields and controls on the Create AFI File ESP - Non Employee Inquiries page. You can find definitions for the fields and controls later on this page.

 Create AFI File ESP - Non Employee Inquiries page

Field or Control

Description

Clear All

Click this button to deselect all rows in the Non Employees grid on this page.

Empl ID and Name

Select the non employee for whom you want to submit an inquiry to the social security. On selecting the ID, the Name field populates the person’s name.

Empl Record

If the person has more than one employee record linked to the employee ID, search and select the record against which you want to submit an enquiry.

Social Security Action

Select the inquiry that you want to submit to social security regarding the selected person. The value available in the list is CTO - Contractor Inquire.

Action Date

Enter the date for which you want to submit an enquiry.

Printed Response

Select whether you want a printed response from the Social Security General Treasury for the person’s AFI information. The values are:

  • Contribution Data Report (IDC): Indicates that you do not want a printed response for your inquiry, but would like to receive information on the contribution data for the person.

  • No: Indicates that you do not want a printed response for your inquiry.

  • Print Resolution: Indicates that you do want a printed response for your inquiry.

  • Print Resolution + IDC: Indicates that you want both a printed response for your inquiry, and information on the contribution data for the person.