Employee management > Employees > Create employee record

Create employee record

If you have been assigned the particular administrator right (Admin - Insert Employee), you will be able to create a new employee record online. When enabled, this right places an Add new employee link on the Employee Administration screen. If ordering cards on employee creation is enabled for your instance, you'll be able to order a card for your new employee as part of the same procedure.

This online procedure is an alternative to using the human resources (HR) interface file to upload a new employee into Spend Dynamics. It does not, however, allow you to add all employee information or assign the employee to multiple groups of a certain type (e.g. you can only assign the employee to one report group).

Once an employee record is in the system, you can use the HR interface file to update the following: approval role, charge group, rate group, report group, manager details, default codes, company unit, date terminating, extended properties, and approval role delegation. You cannot use the HR file to remove employee-related information in the system.

To create a new employee record online:

1. Click the Employees button on the Administration Overview diagram (Employee view).

   The Employee Administration screen appears.

2. Click Search at the top-right of the screen.

   The Employee Search window appears.

3. Use the search criteria defined in the Search for employee procedure to make sure the employee does not already exist in the system.

   The Employee Administration screen re-appears, displaying the search results table.

4. Click the Add new employee link at the bottom left-hand side of the results table.

   The Insert Personal Details window appears.

5. Use the following field descriptions to create your employee:

   Field	Description
   Employee ID	An employee’s unique ID. This is used by Spend Dynamics to identify each individual user and therefore must be unique. This field must contain alphanumeric or underscore ( _ ) characters only. Note: If the correct implementation option is enabled, Spend Dynamics accepts leading zeros in employee IDs, allowing its data to integrate with other systems that also support leading zeros.
   First name	The employee’s first name.
   Last name	The employee’s last name.
   Middle Name	The employee’s middle name.
   Email Address	The employee’s primary email address.
   Phone Number	The employee’s contact phone number.
   Company Unit	The company unit you would like this employee added to (relevant if your company is using a company unit hierarchy).
   Home Country Code	This is used for advanced tax module configuration to support additional taxation rules for countries using a single common currency (e.g. Euro). This field should contain the ISO country code of the country the employee is based in. For a list of valid country codes, visit the official ISO (International Organization for Standardization) website.
   Create Cash Card	This check box only displays if your company has a certain implementation option enabled. If checked, a new cash card is automatically created and mapped to this employee record.
   Date Terminating	The date the employee left the company, or the date they are expected to leave. Note: Leave this blank.
   Create New Card	This check box only displays if your company has a certain implementation option enabled. If checked, the Create New Card screen will open as soon as you click Save, allowing you to immediately create and map the new employee to a new card.
   Your Password	For security reasons, type your administrator password.
   Group & Role Membership
   Charge Group	The charge group you want this employee added to.
   Report Group	The report group you want this employee added to.
   Approval Role	The approval role you want this employee added to.
   Manager Details
   Manager Name	Search for an employee to act as the employee’s manager.
   Manager Name 2	Search for an employee to act as the employee’s second-level manager.
   Manager Name 3	Search for an employee to act as the employee’s third-level manager.
   Default Coding
   CC Code	The employee's default CC codes, separated by the ^ character, e.g. codevalue^codevalue^codevalue Note: Each value should not exceed 25 characters.
   GL Code	The employee's default GL codes, separated by the ^ character, e.g. codevalue^codevalue^codevalue Note: Each value should not exceed 25 characters.
   Segment 3-8	The default codes for any other code types that exist in Spend Dynamics.
   Delegation
   Account Delegation	Search for the employee whose accounts will be delegated to the newly created employee. Note: This action will delegate all the employee's accounts. To delegate selected accounts, create the new employee and then delegate individual accounts via the Account Delegation report or Account Management.
   Approval Delegation	Search for an employee to act as a delegate for all approval roles currently assigned to this user.

6. Click Save.
7. You now need to assign the employee a username and password for logging into Spend Dynamics.

Note: If, on future occasions, you want to change the employee's details using an HR interface file upload, you will need to accurately add their specific information to the file.