Add Employee (Required Fields)

Use this service to add employee required fields.

Note: In order to use the new service, add AddEmployeeRequiredFields to your Authentication ID.
The prior SOAP service (AddEmp_Req) is still available on the template titled Employee Required Import – Old. While the service will remain available in the short term, we recommend that you migrate all usage to the new service.

Connection Info

URL = https://<SPECTRUM-SERVER>:8482/employee/addRequiredFields

Authentication: Basic Authentication, Enhanced Authentication

Supported methods: POST

Supported formats: JSON

Sample JSON Body

{
	"employeeRequiredImports": [{
		"Company_Code": "2nd",
		"Employee_Code": "JWALTER",
		"Alpha_Sort":"JW",
		"First_Name":"James",
		"Middle_Name":"W",
		"Last_Name":"Walter",
		"Employee_Suffix":"DDS",
		"Worker_Comp_Code":"0101",
		"Department_Code":"DA",
		"Employment_Status":"a",
		"Termination_Date_List3":"",
		"Pay_Type":"h",
		"Pay_Frequency_Flag":"W",
		"Hourly_Rate":100.00,
		"Salary_Amount":"",
		"Standard_Work_Hours":"40",
		"Emp_Foreign":"N",
		"Fed_Tax_Code":"US",
		"Subject_to_Fed_Tax":"T",
		"Subject_to_FICA_Fed":"T",
		"Subject_to_FUTA_Fed":"T",
		"Fed_Filing_Status":"SINGLE ",
		"Fed_Exemptions":"99",
		"Fed_Tax_Override":"666.66",
		"Fed_Tax_Override_Cont":"F",
		"State_Tax_Code":"AZ",
		"Subject_to_State_Tax":"T",
		"Subject_to_SDI_State":"E",
		"Subject_to_SUTA_State":"T",
		"State_Filing_Status":"Married",
		"State_Exemptions":"98",
		"State_Tax_Override":"2.5",
		"State_Tax_Override_Cont":"p",
		"Cost_Center":"101",
		"Employee_Termination_Reason":"",
		"Employee_Rehire_Rating":"10",
		"Occupation":"",
		"Trade":"",
		"Perm_Work_Comp":"Y",
		"Pref_Status":"",
		"Employee_Telephone_Memo":"Cell phone",
		"Employee_Driver_License_State":"AZ",
		"Employee_Driver_License_Class":"",
		"Employee_Citizenship":"US",
		"Employee_Security_Stat":"Secure employee",
		"Employee_Veteran_Stat":"",
		"Employee_New_Vet":"Y",
		"Employee_Disabled":"",
		"Employee_Disabled_Note":"PTSD",
		"Employee_Place_Birth":"Hospital",
		"Effective_Date":"01/01/2020",
		"Comments":"",
		"Last_Job_Company":"ABC",
		"Last_Job_Number":"1D",
		"Last_Equipment_Company":"ABC",
		"Last_Equipment_Code":"",
		"Hire_Date_List1":"12/31/2019",
		"Rehire_Date_List2":"",
		"Legal_First_Name":"JAMES II",
		"Legal_Middle_Name":"W",
		"Legal_Last_Name":"Walter",
		"Legal_Suffix":"DDS"
	}]
}

Underlying File Maintenance

Prior to importing Employee information, the following file maintenance areas must be completed:

  • System Administration > Installation > Payroll

  • System Administration > Installation > General Ledger > G/L Master File Maintenance

  • System Administration > Installation > Payroll > Tax Table Maintenance

  • System Administration > Installation > Payroll > Department Expense Maintenance

  • System Administration > Installation > Payroll > Employee Status Code Maintenance

  • System Administration > Installation > Payroll > Supervisor Code Maintenance

  • System Administration > Installation > Payroll > Worker's Compensation Code Maintenance

  • System Administration > Installation > Payroll > Hours Bank Code Maintenance

  • System Administration > Installation > Payroll > Union File Maintenance

  • System Administration > Installation > Payroll > Wage Code File Maintenance

  • System Administration > Installation > Payroll > EEO Classification Maintenance

  • System Administration > Installation > Payroll > Employee User-Defined Fields Maintenance

  • System Administration > Installation > Time + Material > Labor Billing Rates Maintenance

  • System Administration > Installation > Human Resources > Locations Maintenance

  • System Administration > Installation > Enterprise Management > Cost Center Maintenance

Assumptions and Dependencies

  • The Payroll module must be set up.

  • The combination of the First_Name, Middle_Name and Last_Name is used to create the displayed name within Spectrum which cannot exceed 30 characters including spaces. An error will occur if the combined value of these three individual fields exceeds the 30 character limit.

  • Non-US Payroll Processing

    • Payroll Installation option on the Default Tab.

      • If selected then the Federal Tax code on the Employee master can be defined as any Tax code.

      • The option allows for a Federal tax code can be defined on the Payroll Installation and used as a default when adding new Employees.

    • Field can be defined in the service and must be unique for each tax code on the Employee master.

  • Cost center information will only be allowed if the Company is set to a Pending or Yes status.

  • The Employee-required Web Service creates new records only.

  • The Employee contact is created.

Field Descriptions

Use the table below for reference when using this service.

Note: The Authorization_ID and GUID elements are not shown on the Spectrum Excel Office Add-in templates for data entry points.

Excel

Element Name

Description

Req

Type

Max

Format

Validation

Authorization_ID

Authorization ID to access the server

YES

Text

20

Data Exchange Installation Screen

GUID

Unique reference number created by programming

Text

36

** See GUID definition

B

Company_Code

Company Code

YES

Text

3

Valid Company in Spectrum

C

Employee_Code

Employee Code

YES

Text

11

Unique Identifier / No commas

UPPERCASE FORMAT-NO SYMBOLS

D

Alpha_Sort

Alpha Reference

YES

Text

8

E

First_Name

Employee First Name

YES

Text

20

No commas

F

Middle_Name

Employee Middle Name

Text

20

No commas

G

Last_Name

Employee Last Name

YES

Text

30

No commas

H

Employee_Suffix

Employee name Suffix

Text

3

No commas

I

Worker_Comp_Code

Worker's Comp Code

YES

Text

6

Worker's Compensation Code Maintenance

J

Department_Code

Department Code

YES

Text

6

Department Expense Maintenance

K

Employment_Status

Employee Status

YES

Text

1

Employee Status Code Maintenance

L

Termination_Date_List3

Latest Termination Date

Date

10

Enter as: MM/DD/CCYY (for example, 01/05/1982)

Required if Employee Status = 'T' or 'D'

M

Pay_Type

Pay Type

YES

Text

1

(C)ommission; (H)ourly; (O)vertime or (S)alary only

If (H)ourly selected then Salary_Amount is ignored and Hourly_Rate is required.

If (S)alary is selected then Salary_Amount is required and Hourly_ Rate is ignored.

N

Pay_Frequency_Flag

Pay Frequency

YES

Text

1

(D)aily; (W)eekly; (B)I-weekly; (M)onthly; (S)emi-monthly; (Q)uarterly or (A)nnual only

O

Hourly_Rate

Hourly Rate

Numeric

8

Positive number only. Format = 3.4

Required if Pay_Type = H

P

Salary_Amount

Salary Amount for ONE PAY PERIOD ONLY

Numeric

13

Enter Amount for ONE PAY PERIOD ONLY!

Required if Pay_Type = S , O or C

Q

Standard_Work_Hours

Standard Hours per Pay Period

Numeric

8

Positive number only. Format = 4.2

Required if Pay_Frequency_Flag = D, otherwise calculated by Spectrum if blank.

R

Emp_Foreign

Foreign Employee?

Text

1

(Y)es or (N)o only

If Payroll Installation option is selected to allow non-US payroll processing then ignore this field which is hidden.

S

Fed_Tax_Code

Federal Tax Table Code

YES

Text

10

Default to US if Payroll Installation option is not selected. Use default if defined and valid. Can be overriden. If Emp_Foreign = N then Spectrum defaults this field to US.

Payroll Tax Table Maintenance

T

Subject_to_Fed_Tax

Subject to Federal Income Tax

YES

Text

1

(E)xempt or (T)axable only. If Emp_Foreign = N then Spectrum default this field to T(axable).

U

Subject_to_FICA_Fed

Subject to FICA

YES

Text

1

(E)xempt or (T)axable only. If Emp_Foreign = N then Spectrum default this field to T(axable).

V

Subject_to_FUTA_Fed

Subject to Federal Unemployment

YES

Text

1

(E)xempt or (T)axable only. If Emp_Foreign = N then Spectrum default this field to T(axable).

W

Fed_Filing_Status

Federal Filing Status

Text

20

If Subject_to_Fed_Tax = T then this field is required.

Payroll Tax Table Maintenance

X

Fed_Exemptions

# Exemptions for Federal Income Tax

Numeric

5

Number is required based on conditional settings.

Y

Fed_Tax_Override

Amount of Federal Income Tax Override

Numeric

7

Positive number only.

Z

Fed_Tax_Override_Cont

Federal Income Tax Override Control

Text

1

(F)ixed; (P)ercent; (A)dd-on only

AA

State_Tax_Code

Resident State Tax Table Code

YES

Text

10

The Tax code must be unique between the Federal, Resident State, Perm Work State, Resident County and Resident Local.

Payroll Tax Table Maintenance

AB

Subject_to_State_Tax

Subject to State Income Tax

YES

Text

1

(E)xempt or (T)axable only. Required if field name State_Tax_Code is not blank.

AC

Subject_to_SDI_State

Subject to State SDI

YES

Text

1

(E)xempt or (T)axable only. Required if field name State_Tax_Code is not blank.

AD

Subject_to_SUTA_State

Subject to State Unemployment

YES

Text

1

(E)xempt or (T)axable only. Required if field name State_Tax_Code is not blank.

AE

State_Filing_Status

State Filing Status

Text

20

If Subject_to_State_Tax = T then this field is required.

Payroll Tax Table Maintenance

AF

State_Exemptions

# Exemptions for State Income Tax

Numeric

5

Number is required based on conditional settings.

AG

State_Tax_Override

Amount of State Income Tax Override

Numeric

7

Positive number only.

AH

State_Tax_Override_Cont

State Income Tax Override

Text

1

(F)ixed; (P)ercent; (A)dd-on only

AI

Cost_Center

Employee Cost Center

Text

10

Cost Center Maintenance

AJ

Employee_Termination_Reason

Termination Reason

Text

30

AK

Employee_Rehire_Rating

Rehire rating (0-10)

Numeric

2

0-10 only. Required if Employee has an Employment status of Terminated.

AL

Occupation

Occupation

Text

50

Occupation File Maintenance

AM

Trade

Trade

Text

50

Trade File Maintenance

AN

Perm_Work_Comp

Always use this worker's compensation code on time card?

Text

1

(Y)es or (N)o only

AO

Pref_Status

Health Coverage status

Text

3

(HCF)=Full Time, (HCP)=Part time or (VAR)=Variable Hours. Defaults to Unassigned if left blank.

AP

Employee_Telephone_Memo

Telephone Memo

Text

30

AQ

Employee_Driver_License_State

Driver's License State

Text

2

2 character postal abbreviation

AR

Employee_Driver_License_Class

Driver's License Class

Text

9

Data entry field if HR module not installed.

Human Resources License Class if HR Module installed.

AS

Employee_Citizenship

Citizenship

Text

30

AT

Employee_Security_Stat

Security Status

Text

30

AU

Employee_Veteran_Stat

Veteran Status

Text

1

(D)=Disabled Veteran

(A)=Armed Forces Service Medal Veteran

(M)= Disabled Armed Forces

(O)=Other Protected Veteran

(P)=Disabled Other Protected Veteran

(N)=Non-Veteran

AV

Employee_New_Vet

Recently Separated Veteran?

Text

1

(Y)es or (N)o only

AW

Employee_Disabled

Disabled?

Text

1

(Y)es or (N)o only

AX

Employee_Disabled_Note

Disabled Description

Text

30

Available when Disabled? Is yes. Otherwise ignore.

AY

Employee_Place_Birth

Place of Birth

Text

30

AZ

Effective_Date

Pay Effective Date

Date

10

Enter as: MM/DD/CCYY (for example, 01/05/2010). No duplicate dates may exist. Required if Hourly_Rate or Salary_Amount is defined.

Used to define the effective date for a Pay Rate change on the Employee Master. **See Assumption and Dependency's for Rules.

BA

Comments

Pay Rate Revision Comment

Text

40

For Pay Rate Changes only. Ignore date if Effective_Date is not defined.

BB

Last_Job_Company

Company code for Last Job worked on

Text

3

If left blank and Last_Job_Number is defined then use Company_Code.

Valid Company in Spectrum

BC

Last_Job_Number

Last Job worked on

Text

10

Valid Job in Company defined

BD

Last_Equipment_Company

Company code for Last Equipment worked on

Text

3

If left blank and Last_Equipment_Code is defined then use Company_Code.

Valid Company in Spectrum

BE

Last_Equipment_Code

Last Equipment worked on

Text

10

Valid Equipment code in Company defined

BF

Hire_Date_List1

Original hire date

Date

10

Enter as: MM/DD/CCYY (for example, 01/05/2010)

BG

Rehire_Date_List2

Latest rehire date

Date

10

Enter as: MM/DD/CCYY (for example, 01/05/2010)

BH

Legal_First_Name

Employee's Legal First Name

Text

50

No commas

BI

Legal_Middle_Name

Employee's Legal Middle Name

Text

50

No commas

BJ

Legal_Last_Name

Employee's Legal Last Name

Text

50

No commas

BK

Legal_Suffix

Employee's Legal Suffix

Text

3