Contractor Import Fields
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 | Equivalent InTIME Webservice Field | Description | Type | Format | Constraints | Mandatory |
|---|---|---|---|---|---|---|---|
Username | WKR_USERNAME | Worker.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 | Worker.externalId | 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 | Worker.accountsReference | 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 | Worker.externalReference | An additional reference that can be stored on a contractor if required | String(100) |
|
| No |
Worker Type | WKR_TYPE | Worker.workerType | 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 | Worker.payAsPAYE(Boolean) | 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 | Worker.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 | Worker.firstname | The contractor's first name | String(50) |
|
| Yes |
Middlename | WKR_MIDDLENAME | Worker.middlename | The contractor's middle name | String(50) |
|
| No |
Lastname | WKR_LASTNAME | Worker.lastname | The contractor's last name | String(50) |
|
| Yes |
Gender | WKR_GENDER | Worker.gender | The contractor's gender | String(1) |
| "M" or "F" | Yes, if InPay linked and contractor is PAYE |
WKR_EMAIL | Worker.email | The contractor's email address | String(255) |
| Must be a valid email address | Yes | |
Phone | WKR_PHONE | Worker.phone | The contractor's phone number | String(30) |
|
| No |
Mobile | WKR_MOBILE | Worker.mobile | The contractor's mobile number | String(30) |
|
| No |
Fax | WKR_FAX | Worker.fax | The contractor's fax number | String(30) |
|
| No |
Date of Birth | WKR_DOB | Worker.dateOfBirth | 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 | Worker.dateOfJoining | 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 | Worker.engagementType | 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 | Worker.utr | The contractor's Unique Tax Reference (UTR) or corresponding identified for non UK contractor's | String(10) |
|
|
|
Created Date | WKR_CREATED | Worker.created (Read Only) | 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 | Worker.modified (Read Only) | 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 | Worker.defaultPaymentCurrency | The contractor's default currency code | String(3) |
| 3 digit ISO currency code | No, can be defaulted. |
Comms Indicator | WKR_NO_COMMS | Worker.commsDisabled | 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 | Worker.address.line1 |
| String(80) |
|
| No |
Street 2 | WKR_STREET2 | Worker.address.line2 |
| String(80) |
|
| No |
Town/City | WKR_TOWN | Worker.address.town |
| String(80) |
|
| No |
County | WKR_COUNTY | Worker.address.county |
| String(80) |
|
| No |
Postcode | WKR_POSTCODE | Worker.address.postcode |
| String(20) |
|
| No |
Country | WKR_COUNTRY | Worker.address.country |
| String(80) |
|
| No |
Country Code | WKR_COUNTRY_CODE | Worker.address.countryCode |
| String(2) |
| A 2 digit ISO country code | No |
PAYE Contractor Fields | |||||||
National Insurance Number | WKR_NI_NUM | Worker.nationslInsuranceNumber | 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 | Worker.niTableLetter | 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 | Worker.payeTaxCode | 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 | Worker.paymentFrequency | The name of the payroll that the contractor is on. | String |
| Must be a configured payroll | Yes |
On Hold | WKR_ON_HOLD | Worker.onHold | 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 | Worker.limitedCompany.name | The name of the contractor's limited company | String(100) |
|
| Yes (For LTD Workers) |
Company Number | WKR_LTD_CO_NUM | Worker.limitedCompany.companyNo | The registered company number of the contractor's limited company | String(50) |
|
| Yes (For LTD Workers) |
VAT Number | WKR_LTD_CO_VAT_NUM | Worker.limitedCompany.companyVatNo | The limited company's VAT number if applicable | String(50) |
|
| Yes (For LTD Workers) |
Self Billing | WKR_LTD_CO_SELFBILL | Worker.limitedCompany.selfBilling | 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 | Worker.limitedCompany.invoicingContact.address.line1 | The contractor's limited company's first address line | String(80) |
|
| Yes (For LTD Workers) |
Street 2 | WKR_LCA_STREET2 | Worker.limitedCompany.invoicingContact.address.line2 | The contractor's limited company's second address line | String(80) |
| ||