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Ministry of Social Security, National Solidarity and Environment and Sustainable Development

Format Monthly Return on Floppy and CDROM

Monthly Return
Submission of Monthly Return of Contribution on Floppy Disk / CD ROMs

ACCEPTABLE MEDIUM
 
Medium
Backup Command
- Floppy disk 3 ½
WinZip, Pkzip ,Arj or Copy
- CD Rom
WinZip, Pkzip, Arj or Copy
 
The floppy disk or CD ROM should be sent together with a form CC19(a) with the header duly completed and signed (Right click to save form CC19(a) word - 56 KB || PDF - 49 KB )

ACCEPTABLE FILE AND FORMAT

A .ASCII File
B. Excel File - CSV File
A. – Ascii file - Monthly contributions for each employee
File Name : cc20m.dat
Record Description : Fixed length of 269 characters

(Note A and B should be taken into considerations)
DESCRIPTION OF FIELD LENGTH REMARKS
1
Year
4
See Note A for details
2
Month
4
See Note A for details
3
Employer's Registration Number
7
See Note A for details
4
Employee’s National Identity Card No
14
 
5
Employee Surname
50
 
6
Employee Other Name
50
 
7
Employee Maiden Name
50
 
8
Rate of Contribution
1
See Note B for details
9
NPF Monthly Salary
10
Including decimal point
(9999999.99)
10
NSF Monthly Salary
10
Including decimal point(9999999.99)
11
NPF Contributions Paid
10
Including decimal point(9999999.99)
12
NSF Contributions Paid
10
Including decimal point(9999999.99)
13
Wage Type
1
F-fortnightly, H-half monthly, M-monthly, W-weekly
14
Job title
50
Description of Employee's job
 
B. – Excel file: Monthly contributions for each employee
File Name : cc20m.csv (comma Delimited)
(Note A and B should be taken into consideration)
 
COLUMN
DESCRIPTION OF FIELD
MAXIMUM LENGTH
REMARKS
A
Year
4
See Note A for details
B
Month
2
See Note A for details
C
Employer’s Registration
7
See Note A for details
D
Employee’s National Identity Card No
14
 
E
Employee Surname
50
 
F
Employee other Name
50
 
G
Employee Maiden Name
50
 
H
Rate of Contribution
1
See note B for details
I
NPF Monthly Salary
10
Including decimal point(9999999.99)
J
NSF Monthly Salary
10
Including decimal point(9999999.99)
K
NPF Contributions Paid
10
Including decimal point(9999999.99)
L
NSF Contributions Paid
10
Including decimal point(9999999.99)
M
Wage Type
1
F- Fortnightly,
H – half monthly,
M-monthly,W – weekly
N
Job Title
50
Description of employee’s job

How to proceed to convert EXCEL format to CSV format
  1. Open Excel file containing all data for the monthly return.
  2. Please note that the order of the columns for the return should be as mentioned in the above table. Do not label the column (i.e. the first row should start with the data).
  3. The length of data of each column should not exceed the maximum length specified in the above table.
  4. To save the file as CSV format
  • Select FILE and then SAVE AS from menu.
  • In the Save As window, enter the file name (cc20m.csv) at the FILE NAME prompt.
  • At the SAVE AS TYPE prompt, scroll and select the option CSV (Comma delimited) (*.csv)
  • Then click on SAVE button to save the excel document. The file will be automatically converted into the CSV format.
Note A:
  • Each file should contain records for one registration number only.
  • Return for one specific registration number should not be split into several files.
  • Field position and length should strictly be followed. There should be no blank spaces between any two fields.
  • Only maiden name and job title are not mandatory fields. All other fields cannot be left blank.
  • Year and Month are numeric fields. For example,
    July in the financial year 2005/2006 should be represented by : year = 2005, month = 7
    January in the financial year 2005/2006 should be represented by: year 2006,month = 1
Note B:
 
Rate
Employer Share
Employee Share
S
6%
3%
T
6%
 
P
10.5%
3%
Q
10.5%
 
H
8.5%
5%
N(nsf only)
2.5%
 

 

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