Employee

Use this data feed type to add and update employee records. This data set requires two types of columns when updating employee records: identifying column and data columns. The identifying column specifies how to locate existing employee records that are to be modified. When the identifying column in a row is empty, then the system attempts to create a new employee.

Please note, parameters used in your organization’s hierarchical structure must be included when creating new employee records. Review the data field table to determine the appropriate column names. Your hierarchy may consist of location (already a required field for new record creation), legal entity (already a required field if used by your organization), or custom fields. The values for these fields must exist prior to the submission of the employee data feed file.

If the employee is to complete Section 1 at home, use the sendLoginEmail and createLogin parameters to issue a system generated email containing Guardian credentials.

For remote employees who require an authorized representative to act on behalf of the company to complete Section 2, the parameter createRemotehireI9 should be sent. This will create an I-9 record and place the employee in the remote processing workflow. The use of createLogin and sendLoginEmail parameters is not necessary in this case as an email will be sent automatically when the createRemotehireI9 parameter is used.

While not required, the createI9 parameter can be sent to add an electronic I-9 (non-remote processing) to the employee’s record. This parameter is sent when the organization desires to track a pending I-9 rather than an employee without an I-9, and is frequently used for re-hires to track the I-9 process for the new period of employment.

Note: the createI9 and createRemotehireI9 are mutually exclusive. You should send a value for only one or the other field. Sending a value for each field for an individual employee will result in an error.

A re-hired employee must have a documented previous period of employment including both hire and termination dates. Utilize the rehire parameter to indicate that the pre-existing employee has a new period of employment. Sending a new start date for a re-hire without previously terminating the employee in Guardian will result in an error asking you to provide previous work history that includes a termination date.