In the Job Assignment record is where the contract details are tracked. There are two sections – one for Current Contract and one for New/Future Contract.
Add Individual Contract
For new hires, although it is recommended to enter the data in the Current Contract section, it depends on the contract template you use in the Letters menu and whether it includes contract-related merge fields such as contract type, contract start date, contract end date, etc. For example, if your contract template includes the next year contract start date as a merge field, this data will be blank for your new hire unless the contract data is put in the New/Future Contract section.
It is important to always link the contract to the job unless an employee has more than one job assignment and they all are covered under one contract.
For an employee who is moving to a new job and getting a new contract, it is recommended to enter their contract information in the New/Future Contract section first so that you can easily generate special contract reports and contract documents.
For an employee who is staying in the same job but getting a new contract, enter the contract information in New/Future Contract section. Do not edit the Current Contract data because you will lose the history of that current contract. You must enter it as a new contract.
Contract Management Worksheet
To more easily enter new contract data for a group of people whose current contracts are expiring, use the Contract Mgmt-Current_Future worksheet in the Worksheets section of the Reporting menu. Use the search criteria to find all expiring contracts and then enter the contract information for the next year. Simply enter the contract type, length, start date, status and check the link-to-job box. The contract end date will automatically be calculated based on the start date and length but you can override it.
There is a faster way, however, by clicking on the Bulk Create Next Year Contracts button. This feature allows you to enter contract information for Next Year once and then the system populates the entire worksheet. Make sure to use your search criteria to find the group of contracts where this will be applicable. Once you click Create Next Year Contracts, you will get a confirmation message before the contracts are created.
Roll Over Contracts
All contract data that is set up in the New/Future Contract section is rolled over to Current when you click on the Update Employment Contracts button found in the Annual Updates section of the Personnel menu. You will want to run this process after you have generated your contract documents. Click here for information on this process.
You can also roll over the contract data individually by clicking on the Update Current Contract button found under the New/Future Contract section.
The process to roll over contracts moves the current contract into history and moves the new contract into the current section.
Contract Documents
Contract documents set up in the Letters menu can be easily generated using the contract data. Using your search criteria, you can select all the people who have a certain type of contract with a specific contract start date. Click here for more information on document generation.