S-2205 - Personal Data Changes

Non periodic event. This event layout captures changes to individual’s personal information after the completion of the initial loading process. It includes, but not limited to, updates on education level, marital status, contact information, national ID information, tax exemption and so on in the Personal Data component, and other related pages such as the Personal Information BRA and Disabilities BRA pages.

General Rules

These general rules apply to data change events, which include S-2205 - Personal Data Changes, S-2206 - Employment Contract Changes, and S-2306 - Workers Who Have No Employment Relationship - Changes:

  • When a data change occurs in any component or page involved in the data change event, the system checks the type of employment relationship that the individual has with the company. It gets the employee class information of the individual from the job data, and finds out if he or she is an employee using the setup on the Labor Regime page (employee if a work type is selected).

    If the data change occurs in the Job Data component, the system also checks the setup of the Other Action/Reason page to identify which event layout to use.

    If the system is unable to identify all the information needed on these setup pages for the data change incident (for example, the individual’s employee class is not configured on the Labor Regime page, or the data change action is not set up on the Other Action/Reason page), no event is generated.

  • When a data change occurs, the system checks if any event was already sent to eSocial with the same effective date <dtAlteracao>. If yes, it generates a rectification event for the sent event with the same change date instead of creating a new one.

    Note:

    The term change date refers to the effective date of the changed (add, update, or delete) data row. For information from tables that are not effective-dated, the change date refers to different dates. For example, if a change is made to the phone or email information on the Contact Information page of the Personal Data component, the change date refers to the current date.

  • Employee data is not specific to any company (personal data tables are keyed by EMPLID, not EMPL_RCD). Therefore, when a data change of an individual needs to be reported to eSocial, that change, in the form of XML file, has to be submitted for all companies with which the individual has employment relationships. This is referred to as the splitting of events for multiple companies and is part of the mapping process.

    If the individual has multiple employment relationships with the same company, only one event is generated.

  • If the change date falls within the closed period, the system sets the status of the event that is generated or rectified for the data change to Action Required. Events in this status requires user intervention; administrators can search for events by this status from the eSocial monitor and address them individually.

Personal Data Change Rules

Personal data changes for individuals can result in one or more events depending on a number of information, such as the change date, eSocial on PeopleSoft date, individual’s last hire date, and the setup on the Labor Regime page and Other Action/Reason page.

  • Suppose that a date change for an individual needs to be submitted to eSocial, the system decides which events to create or rectify based on these general conditions:

    • If the change date is equal to or later than (= or >) the eSocial on PeopleSoft date, and later than (>) individual’s last hire date, the system generates a new event or rectifies the existing S-2205 - Personal Data Changes event.

    • If the change date is equal to or later than (= or >) the eSocial on PeopleSoft date, and earlier than or equal to (< or =) individual’s last hire date, the system rectifies the existing S-2200 - Employees Initial Loading and Hiring or S-2300 - Workers who have no employment relationship - Begin event, as well as the S-2205 event if needed.

    • If the change date and individual’s last hire date are both earlier than (<) the eSocial on PeopleSoft date, the system rectifies the existing S-2200 - Employees Initial Loading and Hiring or S-2300 event.

    • If the change date is earlier than (<) the eSocial on PeopleSoft date, and individual’s last hire date is later than or equal to (> or =) the eSocial on PeopleSoft date, the system rectifies the existing S-2200 or S-2300 event, as well as the S-2205 event if needed.

    Note:

    If the change date is earlier than (<) the eSocial on PeopleSoft date, an event is generated only if the change date is the most current one that is earlier than the eSocial on PeopleSoft date.

  • If a rectification for an existing event, or a new event is generated, all events with the same event code and greater effective date than the rectified or generated event need to be rectified. For example:

    • (Update address) On August 15, address information of an employee was added and sent to eSocial. Event used: S-2200 - Employees Initial Load and Hiring. Effective date: September 1.

      On October 1, marital status was specified for the same employee and sent to eSocial. Event used: S-2205 - Personal Data Changes. Effective date or change date: October 1.

      On November 1, address information is updated for the same employee. Effective date: September 1.

      In this case of address update, the system sends rectifications to S-2200 and S-2205 (change date October 1) events.

    • (Add dependent) On August 15, address information of an employee was added and sent to eSocial. Event used: S-2200 - Employees Initial Load and Hiring. Effective date: September 1.

      On October 1, marital status was specified for the same employee and sent to eSocial. Event used: S-2205 - Personal Data Changes. Effective date or change date: October 1.

      On November 1, address information is added for the same employee and sent to eSocial. Event used: S-2205 - Personal Data Changes. Effective date or change date: November 1.

      On November 15, a dependent is added for the same employee. Effective date: September 1.

      In this case of adding a dependent, the system sends rectifications to S-2200 and S-2205 (change dates: October 1 and November 1) events.

    • When an event is being created, the system fills it with information with the current effective date from relevant table records. For example, if a new dependent (a wife) is added for an employee with October 1 as the effective date, the values (such as marital status, which would be updated together with the new dependent) that are used to fill out the corresponding event have the effective date equal to October 1 in their table records.

  • If a data row is added, updated, or deleted, its effective date is not the most current one of the assessment period (month and year) and is earlier than (<) the eSocial on PeopleSoft date, no event is generated.

  • If a data row is added, updated, or deleted, its effective date is the most current one of the assessment period, and is earlier than (<) the eSocial on PeopleSoft date, the system sends a rectification for the S-2200 or S-2300 event, as well as for the S-2205 event if needed. In this example, suppose that the eSocial on PeopleSoft date is September 1:

    On August 20, a name was added and sent to eSocial. Event used: S-2200 - Employees Initial Load and Hiring. Effective date: August 20.

    On August 20, a dependent was added and sent to eSocial. Event used: S-2200 - Employees Initial Load and Hiring. Effective date: August 20.

    On August 30, the dependent was deleted.

    In this case of row deletion, the system sends a rectification for the S-2200 event to remove the dependent information from eSocial.

  • If a data row is deleted, its effective date is earlier than (<) the eSocial on PeopleSoft date and is earlier than or equal to (< or =) the individual’s last hire date, the last hire date is later than or equal to (> or =) eSocial on PeopleSoft date, the system sends a rectification event for the S-2200 or S-2300 event, as well as the S-2205 event if needed. Suppose that the eSocial on PeopleSoft date is September 1 and the individual’s last hire date is September 2:

    On August 30, a name was added and sent to eSocial. Event used: S-2200 - Employees Initial Loading and Hiring. Effective date: August 30.

    On August 30, a dependent was added and sent to eSocial. Event used: S-2200 - Employees Initial Loading and Hiring. Effective date: August 30.

    On September 2, the dependent was deleted.

    In this case of row deletion, the system sends a rectification event for the S-2200 event, as well as the S-2205 event if needed.

  • Changes to employees’ CPF national ID, PIS, and birth date cannot be reported through data change events. To change this type of information, rectifications must be submitted for S-2200 events for employees, and S-2300 events for individuals without employment relationships.

    The system also sends rectifications to all S-2205 events that were sent prior to updates on IDs and birth dates.

    In addition, if the company or employee classification is changed in an employee’s job data, an S-3000 - Event Exclusion event needs to be generated for the corresponding event (S-2200, S-2298 or S-2300), followed by a new event.

Other Rules

  • For data changes in table records that not effective-dated (for example, PERS_NID, PERSON_BRA, PERSONAL_PHONE, EMAIL _ADDRESS, PERSON, and PERSONAL_INFO_BRA), the system sends rectification events to corresponding events (S-2200, S-2300 and S-2205).

  • Several data changes on the Personal Information BRA page (PERSONAL_INFO_BRA) impact S-1200 - Compensation events, not personal data change events. For example, NIF data, or the tax exemption date, is used when the system generates rectifications to S-1200 events.

    If a death certificate number is entered on the Personal Information BRA page, the system generates a rectification to the termination event for the individual.

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