The following fields can be used when importing contractor data. It is generally best practise to ensure that you have validated certain fields to meet local restrictions or conventions. For example, if you only operated in the UK then it would be advisable to restrict VAT numbers to the format defined by HMRC.
| Name | Field | Description | Type | Format | Constraints | Mandatory |
|---|---|---|---|---|---|---|
| Username | WKR_USERNAME | The username to use for this contractor. This field can be omitted in which case InTime will allocate the username based on the firstname and lastname | String(52) | Must be unique | No | |
| Reference | WKR_ITRIS_ID | The contractor's reference number. This is typically allocated from a sequence, e.g. W0001, W0002 etc. This reference is common between your front-office system and InTime. | String(30) | Must be unique | Yes (but can be automatically allocated if required) | |
| Accounts Reference | WKR_ACCOUNT_NUM | The contractor's accounts reference. This is typically used when an invoice is exported to the accounts system | String | The length of this field can vary based on the accounts system | Sometimes | |
| External Reference | WKR_EXTERNAL_REF | An additional reference that can be stored on a contractor if required | String(100) | No | ||
| Worker Type | WKR_TYPE | The type of the contractor. | String | "LTD" or "PAYE" Worker type needs to be "LTD" for CIS workers. | Yes, but can be defaulted as a system property if required | |
| Pay Worker As | WKR_LTD_CO_PAY_WORKER_AS | Normally same as WKR_TYPE above except IR35 and CIS, in these cases worker type is LTD and this would be “0” or “PAYE" to pay through InPAY. | String | “0” or “PAYE" “1” or “LTD" | Yes, if InPay linked and contractor is PAYE or in scope of IR35 or CIS | |
| Title | WKR_TITLE | The contractors title, such as Mr or Mrs | String(12) | "Mr", "Mrs", "Ms", "Miss", "Sir", "Dr", "Lord", "Lady" | Yes, if InPay linked | |
| Firstname | WKR_FIRSTNAME | The contractor's first name | String(50) | Yes | ||
| Middlename | WKR_MIDDLENAME | The contractor's middle name | String(50) | No | ||
| Lastname | WKR_LASTNAME | The contractor's last name | String(50) | Yes | ||
| Gender | WKR_GENDER | The contractor's gender | String(1) | "M" or "F" | Yes, if InPay linked and contractor is PAYE | |
| WKR_EMAIL | The contractor's email address | String(255) | Must be a valid email address | Yes | ||
| Phone | WKR_PHONE | The contractor's phone number | String(30) | No | ||
| Mobile | WKR_MOBILE | The contractor's mobile number | String(30) | No | ||
| Fax | WKR_FAX | The contractor's fax number | String(30) | No | ||
| Date of Birth | WKR_DOB | The contractor's date of birth | Date | Must be a valid date | Yes, if InPay linked and contractor is PAYE | |
| Date of Joining | WKR_DATE_OF_JOINING | The contractor's date of joining | Date | Must be a valid date | Yes if InPay linked and contractor is PAYE | |
| Engagement Type | WKR_LTD_CO_ENGAGEMENT_TYPE | The contractor's engagement type with respect to HMRC intermediaries reporting. | char | A,B,C,D,E,F or Z | No | |
| Unique Tax Reference | WKR_LTD_CO_UTR | The contractor's Unique Tax Reference (UTR) or corresponding identified for non UK contractor's | String(10) | |||
| Created Date | WKR_CREATED | The date & time the contractor was created. Can be passed from the front-office system, otherwise it will be defaulted to the current date/time. | DateTime | No | ||
| Modified Date | WKR_MODIFIED | The date & time that the contractor's record was modified. Can be passed from the front-office system but is not required. | DateTime | No | ||
| Currency | WKR_DEFAULT_CURRENCY | The contractor's default currency code | String(3) | 3 digit ISO currency code | No, can be defaulted. | |
| Comms Indicator | WKR_NO_COMMS | A flag that can be used to disabled emails for a contractor | Boolean | Y/true/1 OR N/false/0 | No - Default False | |
| Address Fields for the contractor's main address | ||||||
| Street 1 | WKR_STREET1 | String(80) | No | |||
| Street 2 | WKR_STREET2 | String(80) | No | |||
| Town/City | WKR_TOWN | String(80) | No | |||
| County | WKR_COUNTY | String(80) | No | |||
| Postcode | WKR_POSTCODE | String(20) | No | |||
| Country | WKR_COUNTRY | String(80) | No | |||
| Country Code | WKR_COUNTRY_CODE | String(2) | A 2 digit ISO country code | No | ||
| PAYE Contractor Fields | ||||||
| National Insurance Number | WKR_NI_NUM | The contractor's national insurance number | String(10) | Must meet the HMRC definition for National Insurance number | Yes, if InPay linked and contractor is PAYE | |
| National Insurance Table Letter | WKR_NI_TABLE_LETTER | The contractor's national insurance table letter. | String(1) | Must be a valid HMRC table letter | Yes, if InPay linked and contractor is PAYE. Can be defaulted. | |
| Payroll Tax Code | WKR_PAYROLL_TAXCODE | The contractor's payroll tax code, e.g. 1000L | String(50) | Yes, if InPay linked and contractor is PAYE. Can be defaulted. | ||
| Payroll | WKR_PAYMENT_FREQUENCY | The name of the payroll that the contractor is on. | String | Must be a configured payroll | Yes | |
| On Hold | WKR_ON_HOLD | Whether payments for this worker are on hold. If contractors are set as on-hold then their timesheets and expenses to not appear in the export screen. NOTE: this is not the same as the stop payments function in InPay | Boolean | Y/true/1 OR N/false/0 | No - Default False | |
| Limited Company Contractor Fields | ||||||
| Limited Company Name | WKR_LTD_CO_NAME | The name of the contractor's limited company | String(100) | Yes (For LTD Workers) | ||
| LCP_ITRIS_ID | ||||||
| LCP_NAME | ||||||
| Company Number | WKR_LTD_CO_NUM | The registered company number of the contractor's limited company | String(50) | Yes (For LTD Workers) | ||
| VAT Number | WKR_LTD_CO_VAT_NUM | The limited company's VAT number if applicable | String(50) | Yes (For LTD Workers) | ||
| Self Billing | WKR_LTD_CO_SELFBILL | Determines if the contractor is configured for /wiki/spaces/ds/pages/51875309. | Boolean | Y/true/1 OR N/false/0 | ||
| Street 1 | WKR_LCA_STREET1 | The contractor's limited company's first address line | String(80) | Yes (For LTD Workers) | ||
| Street 2 | WKR_LCA_STREET2 | The contractor's limited company's second address line | String(80) | |||
| Town/City | WKR_LCA_TOWN | The contractor's limited company's town | String(80) | Yes (For LTD Workers) | ||
| County | WKR_LCA_COUNTY | The contractor's limited company's county | String(80) | |||
| Postcode | WKR_LCA_POSTCODE | The contractor's limited company's post code | String(20) | |||
| Country | WKR_LCA_COUNTRY | The contractor's limited company's country | String(80) | |||
| Country Code | WKR_LCA_COUNTRY_CODE | String(2) | A 2 digit ISO country code | No, but needed for some international BACS formats. | ||
| Nominal Code | WKR_PURCHASE_NOMINAL_CODE | The nominal code to use for this contractor. | String(8) | No | ||
| Tax Code | WKR_PURCHASE_TAXCODE | The contractor's tax code. | String | Must be a configured tax code. See Tax Rates | No, can be defaulted | |
| Has Provider | WKR_LTD_CO_PROVIDER | Boolean | Y/true/1 OR N/false/0 | |||
| Provider Reference | WKR_LTD_CO_PROVIDER_REF | The reference code of the contractor's provider | String | Must be an existing provider or a provider being created during the import of the current placement | ||
| Invoicing Period | WKR_LTD_CO_INV_PERIOD | The contractor's invoicing period. | String | "Weekly", "Two Weekly", "Four Weekly", "Calendar Monthly" or "445" | No, can be defaulted | |
| Terms Type | WKR_LTD_CO_TERMS_TYPE | The type of terms operated with the contractor | String | "As Per Agreed", "From Invoice Date", "From Month End", "Days from End of Next Month" or "Days from End of Month After Next" | No, can be defaulted | |
| Terms Days | WKR_LTD_CO_TERMS_DAYS | The number of days that the invoice is due from either the invoice date or month end as statued by the terms type. Not used when the terms type is "As Per Agreed". | Integer | Positive integer | No, can be defaulted | |
| Terms Template | WKR_LTD_CO_TERMS_TEMPLATE | The name of an existing payment term | String | Must be a configured payment term | No, can be defaulted | |
| Invoice Delivery Method | WKR_LTD_CO_INV_DELIVERY | The method be which invoices will be sent to the contractor | String | "Post" or "Email" | No, can be defaulted | |
| Limited Company Email | WKR_LTD_CO_EMAIL | An email address for the limited company | String | Must be a valid email address | Yes (For LTD Workers if Invoice Delivery Method is Email) | |
| Construction Industry Scheme Fields | ||||||
| CIS Applicable | WKR_CIS_INPAY_APPLICABLE | Whether this contractor is paid by CIS. Only applicable to clients with InPay and the CIS module | Boolean | Y/true/1 OR N/false/0 | ||
| Trading Name | WKR_CIS_TRADING_NAME | The CIS Trading Name | String | |||
| Business Type | WKR_CIS_BUSINESS_TYPE | The CIS Business Type | String | For Sole Trader please enter 'SoleTrader' - No space and include caps | ||
| Company Number | WKR_CIS_CRN | The CIS Company Number | String | |||
| Partnership Name | WKR_CIS_PARTNERSHIP_NAME | The CIS Partnership name if applicable | String | No | ||
| Partnership UTR | WKR_CIS_PARTNERSHIP_UTR | The CIS Partnership unqiue tax reference | String | |||
| Tax Treatment | WKR_CIS_TAX_TREATMENT | The CIS tax treatment | Integer | |||
| Verification Number | WKR_CIS_VERIFICATION_NUMBER | The CIS verification number | String | |||
| Payment Fields | ||||||
| Primary Bank Account | ||||||
| Payment Type | WKR_PAYMENT_TYPE | The mechanism by which payments are made to this contractor, e.g. by BACS or Cheque | String | May depend on installation. Contact InTime Support for specific values. "BACS", "cheque", "cash", "giro", "tt", "ach", "international" | Yes | |
| Bank | WKR_BANK | The name of the bank | String(50) | |||
| Bank Account Name | WKR_BANK_ACC_NAME | The name of the bank account | String(150) | Yes if paying by BACS | ||
| Sort Code | WKR_SORT_CODE | The sort code of the account | String(20) | ^\\d{2}[-]?\\d{2}[-]?\\d{2}$ (unless overridden) | Yes if paying by BACS | |
| Bank Account Number | WKR_BANK_ACC_NUM | The bank account number | String(20) | ^[0-9]{8,10}$ (unless overridden) | Yes if paying by BACS | |
| IBAN | WKR_BANK_IBAN_NUM | The IBAN number | String(40) | |||
| Swift Code | WKR_BANK_SWIFT_CODE | The Swift Code | String(15) | |||
| Transit Number | WKR_BANK_TRANSIT_NUM | The transit Number | String(50) | |||
| Building Society Roll Number | WKR_BUILDING_SOC_ROLL_NUM | The building society roll number | String(50) | |||
| Secondary Bank Account (only applicable to some installations) | ||||||
| Bank | WKR_2ND_BANK | The name of the bank | String(50) | |||
| Bank Account Name | WKR_2ND_BANK_ACC_NAME | The name of the bank account | String(150) | |||
| Currency | WKR_2ND_BANK_CURRENCY | The currency of this bank account | String(3) | ISO 3 digit currency code | ||
| Sort Code | WKR_2ND_SORT_CODE | The sort code of the account | String(20) | ^\\d{2}[-]?\\d{2}[-]?\\d{2}$ (unless overridden) | ||
| Bank Account Number | WKR_2ND_BANK_ACC_NUM | The bank account number | String(20) | ^[0-9]{8,10}$ (unless overridden) | ||
| IBAN | WKR_2ND_BANK_IBAN_NUM | The IBAN number | String(40) | |||
| Swift Code | WKR_2ND_BANK_SWIFT_CODE | The Swift Code | String(15) | |||
| Transit Number | WKR_2ND_BANK_TRANSIT_NUM | The transit Number | String(50) | |||
| Building Society Roll Number | WKR_2ND_BUILDING_SOC_ROLL_NUM | The building society roll number | String(50) | |||
| InPay Specific Fields | ||||||
| Notional Salary | WKR_NOTIONAL_SALARY | Specialist field only available to enterprise umbrella clients | Integer | |||
| Tax Basis | WKR_PAYROLL_TAXBASIS | Determines if the contractor is week 1/month 1 or cumulative | Boolean | Y/true/1 OR N/false/0 | No, can be defaulted as required. True means Week1/Month1 | |
| Pre-process Adjustment List | WKR_PRE_PROC_ADJ | Specialist field. Contains a comma-separated list of pre-process adjustment names | String | No | ||
| Pre-process Adjustment 1 to 5 | WKR_PRE_PROC_ADJ_N where N can be 1 to 5 | Specialist field. The name of a pre-process adjustment to enable | String | No | ||
| Starter Statement | WKR_STATEMENTA | The workers starter statement | String | If specified must be A, B or C | No | |
| Start Statement Option D | WKR_STATEMENTD | The worker's option D starter statement | boolean | Y/true/1 OR N/false/0 | No | |
| WKR_LTD_CO_INV_DELIVERY | ||||||
| Worker Custom Text Fields | ||||||
| Custom Text 1 | WKR_CUSTOM_TEXT1 | String | No | |||
| Custom Text 2 | WKR_CUSTOM_TEXT2 | String | No | |||
| Custom Text 3 | WKR_CUSTOM_TEXT3 | String | No | |||
| Custom Text 4 | WKR_CUSTOM_TEXT4 | String | No | |||
| Custom Text 5 | WKR_CUSTOM_TEXT5 | String | No | |||
Changes for the tax year April 2016.
The Statement D column will not longer be relevant and the Statement A field will change as follows. The value for the year 2015 was A, B or C. It will now comprise:
- The starter statement A column will remain non-mandatory. If it contains a value it will be validated to be in the correct format but if it is empty it will not be rejected.
- The first digit is the existing starter statement option, namely A, B or C.
Second to fifth digits relate to Student loans:
- The second digit will represent whether the worker has a student loan. It must be either Y or N
- The third digit will represent whether the worker will be paying the loan directly. If the second digit is Y then this must be either Y to indicate that they are paying the loan directly or N otherwise. If there is no student loan then this should be a space.
- The fourth digit will represent the type of student loan. If the third digit is Y - the loan is being repaid direct to the loan company - this field should be a space. It should be 1 or 2 if If the third digit is N.
- The fifth digit represents whether the worker has finished their studies before 6th April last year. This should be a space if there is no loan, Y if they did finish their studies before 6th April last year on N if not.
The sixth to eighth digits relate to postgraduate loans:
- The sixth column will represent whether the worker has a Postgraduate Loan which is not fully repaid
- The seventh column determines if the worker is repaying their Postgraduate Loan direct to the Student Loan Company by agreed monthly payment
- The eighth column the worker finished their studies prior to 6 April
Examples
| Starter Statement | Has a Student Loan | Repaying student loan Direct | Type of student loan | Finished Studies before 6th April Last Year | Has Postgraduate loan | Repaying postgraduate loan Direct | Finished Studies before 6th April | Value to put in the StatementA field |
|---|---|---|---|---|---|---|---|---|
| 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | Digit |
| A | Yes | Yes | N/A | No | N | N | N | "AYY NNNN" |
| B | No | N/A | N/A | N/A | N | N | N | "BN NNN" |
| C | Yes | No | 1 | Yes | N | N | N | "CYN1YNNN" |
| A | N | N/A | N/A | N/A | Y | Y | N | "AN YYN" |
| B | N | N/A | N/A | N/A | Y | N | Y | "AN YNY" |
Student loan notes:
You will have a Plan 1 Student Loan if:
- You lived in Scotland or Northern Ireland when you started your course, or
- You lived in England or Wales and started your course before 1 September 2012
You will have a Plan 2 Student Loan if you lived in England or Wales and started your course on or after 1 September 2012.
Beginning on 6th April 2021, anyone who has drawn down a student loan from Scotland will repay under Plan 4.
Postgraduate loan notes:
You will have a postgraduate Loan if:
- You lived in England and started your Postgraduate masters course on or after 6 April 2016
- You lived in Wales and started your Postgraduate masters course on or after 6 April 2017
- You lived in England or Wales and started your Postgraduate doctoral course on or after 6 April 2018