Payroll CFDI: stamping error on payslip with disability leave

TL;DR — Quick Summary

Fix payroll CFDI stamping with disability leave: incapacity type, days, IMSS notice, pay period dates, and Nomina 1.2 complement validation before the PAC.

Payroll CFDI stamping with disability leave

Stamping a payroll CFDI (type N) with disability leave (incapacidad) is a top source of rejections under the SAT Nomina 1.2 complement: the employee did not work those days, but the employer must report incapacity type, days, subsidy amount, and consistency with pay period dates, NSS, contribution base salary, and earnings. When the PAC returns CFDI40999, NOM44, invalid Incapacidades, or invalid monetary amount, the root cause is usually bad data versus the IMSS notice, not the digital seal certificate.

The Error

Common PAC messages when stamping payroll with disability:

Incapacidades field is not valid

Incapacity type does not exist in catalog

Disability days do not match the pay period

Incapacity monetary amount out of range

Payroll complement: earnings validation error

The ERP often shows a generic stamping error first; useful detail is in the PAC log or XML response viewer.

How disability is reported in payroll CFDI

Inside Nomina complement 1.2, the Incapacidades node may repeat. Each entry includes:

DiasIncapacidad — integer days paid on that receipt.
TipoIncapacidad — SAT catalog key (work risk, general illness, maternity).
ImporteMonetario — subsidy or related amount for those days in the period.

This block must align with FechaInicialPago, FechaFinalPago, NumDiasPagados, Percepciones, and Deducciones. If disability days fall outside the pay period on the receipt, validation fails. If amount does not match days × subsidy factor for the type, the PAC rejects.

Cause 1: Wrong incapacity type

IMSS categories must map to c_TipoIncapacidad. Mixing general illness with work risk changes subsidy percentage and expected amount.

Fix: open the IMSS notice, map to the SAT key in the ERP, refresh payroll catalogs if you migrated complement versions.

Cause 2: Days not aligned to the period

Example: biweekly period 1–15 with disability 10–25. Putting 16 days on one biweekly receipt or splitting inconsistently fails stamping.

Rules: DiasIncapacidad on the XML must fall inside FechaInicialPago and FechaFinalPago for that receipt; do not stamp the same days twice; keep NumDiasPagados policy consistent month to month.

Cause 3: Wrong monetary amount

ImporteMonetario is not full ordinary wages—it is the subsidy-related amount for that period per rules and internal policy.

Common mistakes: putting net pay in ImporteMonetario; missing the backing perception line; mixing disability with absences or employer-paid sick leave without separate concepts.

Recalculate only the affected employee and compare exempt earnings sum to ImporteMonetario in exported XML.

Cause 4: Incorrect affiliate data

Wrong NSS digit, CURP mismatch, bad RegistroPatronal, or outdated SalarioBaseCotización produce errors sometimes blamed on Incapacidades.

Verify 11-digit NSS in IDSE, contract and shift types, job risk class, and IMSS disability registration when required.

Cause 5: Severance or bonus mixed with open disability

Final pay or settlement receipts may duplicate days or add indemnity that breaks complement consistency. Stamp ordinary period with corrected disability first; handle severance in a separate CFDI without repeating the same DiasIncapacidad.

Step-by-step solution

Freeze IMSS notice data (type, dates, days, percentage, NSS).
Isolate the employee receipt in the ERP; clear bad prior disability rows.
Recalculate earnings and deductions; sanity-check net pay.
Inspect Nomina12 XML Incapacidades against the notice.
Stamp, save UUID, PDF, notice, and calculation sheet.

Prevention

HR loads disability the same day as the IMSS notice using a standard template.
Keep c_TipoIncapacidad catalog current.
Audit disability receipts before mass month-end stamping.
Reconcile IMSS disability report vs stamped receipts each pay cycle.

Summary

Payroll stamping errors with disability are usually type, days, or amount in Incapacidades.
Align IMSS notice, pay period, and perceptions before retrying.
Validate Nomina 1.2 XML locally; fix one field per error code.
Archive UUID, PDF, and IMSS notice for audits.

Guide & Instructions

Estimated Time: 45m

Tools Needed:

Payroll ERP
PAC portal
IMSS IDSE
SAT validator
Spreadsheet

Review IMSS disability notice

Confirm type, start date, authorized days, subsidy percentage, and employee NSS. Copy exact values into the ERP without rounding days or amounts.

Assign disability to the correct period

Link incapacity to the pay period that covers those days. For biweekly payroll do not split days across receipts without complement continuity rules.

Balance earnings and deductions

Ensure disability subsidy earning exists with correct tax treatment and that ISR and IMSS are not calculated on amounts already covered by subsidy.

Validate XML before PAC

Export pre-stamped XML and inspect Incapacidades under Nomina12. Fix TipoIncapacidad, DiasIncapacidad, and ImporteMonetario against the notice.

Stamp and archive evidence

Send to PAC, save UUID, PDF, and IMSS notice in the employee file. On rejection adjust one field per attempt using the CFDI error code.

Frequently Asked Questions

What disability data does the SAT payroll complement require?

Incapacity type (work risk, general illness, maternity), disability days, monetary amount, and when applicable IMSS or insurer reference, aligned with the payslip pay period.

Why does the PAC reject stamping when period wages are zero?

Because perceptions and deductions do not match the captured subsidy, the exempt subsidy earning is missing, or paid days do not match pay period start and end dates.

Do Aspel NOI and CONTPAQi Payroll handle disability the same way?

The final XML must meet the same SAT schema; screens differ by ERP. Stamping errors usually come from type, days, or amount—not the software brand.

Can I stamp disability without employer RFC current in IDSE?

Not reliably. The employer must be current with IMSS, valid employer registration, and correct affiliate data; NSS or SBC mismatches trigger validation failures.