Change Employee - Required Update
Use this service to update an existing employee's information for the defined fields only.
Note: In order to use the new service, add UpdateEmployeeRequiredFields to your Authentication ID.
Connection Info for POST
URL = https://<SPECTRUM-SERVER>:8482/employee/updateRequiredFields
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":"01/01/2026",
"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-Required Update information, the following file maintenance areas must be completed:
Assumptions and Dependencies
- The Payroll module must be set up.
- The Employee code must exist in the defined Company code.
- To change an Employee's pay rate the following fields are dependent on each other.
- These fields are required
- Pay_Type
- Pay_Frequency_Flag
- Standard_Work_Hours
- Effective_Date
- These two fields are required also but are subject to the defined Pay_Type. Therefore based on the defined Pay_Type, it will then make one of these fields required
- Hourly_RateImportant: If the employee's Pay Type is set to Hourly, and if the Hourly Rate field is blank, the API will return an error. Rather than leave the field blank, enter 0.00.
- Salary_Amount
- Hourly_Rate
- These fields are required
- If the Fed_Tax_Code field is defined, these fields are required.
- Subject_to_Fed_Tax
- Subject_to_FICA_Fed
- Subject_to_FUTA_Fed
- Fed_Filling_Status
- If the State_Tax_Code field is defined, these fields are required.
- Subject_to_State_Tax
- Subject_to_SID_State
- Subject_to_SUTA_State
- State _Filling_Status
- The Employee status can be modified using this web service therefore we recommend the user defines the appropriate hire, rehire, and termination dates.
- The Employee-Required Update Web Service updates an existing employee's information for the defined fields only.
- Any field that is left blank will not be updated in Spectrum. The service does not delete values that exist in Spectrum; it only changes data defined in the layout.
- The Employee contact is updated based on the fields associated with the Employee Contact record.
- Cost center information will only be allowed if the Company is set to a Pending or Yes status.
Field Descriptions
Use this table as a 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 | 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 | Text | 8 | |||
| E | First_Name | Employee First Name | Text | 20 | No commas | ||
| F | Middle_Name | Employee Middle Name | Text | 20 | No commas | ||
| G | Last_Name | Employee Last Name | Text | 30 | No commas | ||
| H | Employee_Suffix | Employee name Suffix | Text | 3 | No commas | ||
| I | Worker_Comp_Code | Worker's Comp Code | Text | 6 | Worker's Compensation Code Maintenance | ||
| J | Department_Code | Department Code | Text | 6 | Department Expense Maintenance | ||
| K | Employment_Status | Employee Status | 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 | Text | 1 | (C)ommission; (H)ourly; (O)vertime or (S)alary only |
If (H)ourly is selected, Hourly_Rate is required and Salary_Amount is ignored.
Important: Rather than leave the field blank, enter 0.00. If (S)alary is selected, Salary_Amount is required and Hourly_ Rate is ignored. | |
| N | Pay_Frequency_Flag | Pay Frequency | 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 | 6 | Positive number only. Format = 3.4 | Required if Pay_Type = H Important: Rather than leave the field blank, enter 0.00. | |
| 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; if blank, calculated by Spectrum. | |
| 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 | Text | 10 | Default to US if Payroll Installation option is not selected. Use default if defined and valid. Can be overridden. If Emp_Foriegn = N then Spectrum defaults this field to US. | Payroll Tax Table Maintenance | |
| T | Subject_to_Fed_Tax | Subject to Federal Income Tax | Text | 1 | (E)xempt or (T)axable only. If Emp_Foriegn = N then Spectrum defaults this field to T(axable). | ||
| U | Subject_to_FICA_Fed | Subject to FICA | Text | 1 | (E)xempt or (T)axable only. If Emp_Foriegn = N then Spectrum default this field to T(axable). | ||
| V | Subject_to_FUTA_Fed | Subject to Federal Unemployment | Text | 1 | (E)xempt or (T)axable only. If Emp_Foriegn = 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 | |||
| 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 | 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 | 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 | 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 | 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 | |||
| 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 | |||
| 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 |
