Volunteer assignments are managed separately from regular job assignments and can be found in the Volunteer Details section of the personnel record.
There you can add volunteer jobs (click Add Volunteer Job) and add volunteer hours (click Add Volunteer Hours) for the volunteer.
The list of possible Volunteer Assignments is established in the System Data section of the Admin/Config menu.
To view all the volunteer assignments, click on the Go to Volunteer Assignments button found at the bottom of the volunteers list in the Volunteers section of the Personnel menu. To further view all the volunteer hours, click on the Go to Volunteer Hours button at the bottom of the volunteer assignments list.
A Work Schedule defines where and when a job is performed. It consists primarily of a work building but also can include a room number and location, the days of the week, the hours of the day and the FTE.
The Work Schedules are generally assigned in the Job section of the personnel record; however, they can all be managed in the Work Schedules section in the Personnel menu. There is no worksheet available to edit work schedules but this section provides a quicker way to make changes or add additional schedules for people.
To add a new Work Schedule, click on the Add Schedule button. You will then select the person and the job that is applicable.
To edit an existing Work Schedule, click on the Edit icon next to the position.
An alternate way to look at all the job assignments is in the Job Assignments section in the Personnel menu where the list is initially sorted by job assignment instead of person.
The summary information of a job assignment can be viewed by clicking on the position title. The details can be viewed/edited by clicking on the Edit icon or the Edit Job Details button.
You can quickly archive job assignments from this section and can transfer people from one assignment to another.
After you have entered all the new contracts into the system as future contracts, use the Annual Updates section in the Personnel menu to roll them over to make them current.
First, use the Quick Search or Advanced Search to find the group of people who have future contracts. If someone does not have a future contract set up, it is okay, the rollover process only processes future contracts.
Once you have your group of jobs, then just click Update Employment Contracts. You can review your future contracts again before rolling them forward or even use the worksheet to make additional changes.
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.
This status is typically used for supplemental job assignments that need to be approved each year. At the end of the fiscal year, the job status can be changed to Non-Renew and then as the supplemental jobs are approved, the status can be changed to Renew. Using the search criteria, you can then select all the remaining Non-Renew job assignments and archive them as needed.
Once you have your group of jobs, then just click 
