Tag: contract
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.
In the Contract and Correspondence section of the personnel record is the contract history which is created automatically every time a contract has been entered in the New/Future contract section of the employee Job Assignment record or in the Contract Mgmt-Current_Future worksheet in the Reporting menu.
You can see more details of the contract history entry by clicking on the View icon.
You can manually edit whether a contract is marked as active or future.
You can edit the contract history by clicking on the Edit Contract Records button. In this same editing window, you can also add a contract history entry by clicking on the Add Contract History button.
You can also delete an entry by clicking on the Delete icon if there has been an error.
Use the Employees, Substitutes or Volunteers section of the Personnel menu to add a new personnel record. You can add a person at any time and do not need to wait until they start in your organization.
Before adding a new person to your system, you should check to make sure there is not already a record for them in your system. To do this, click on Quick Search and use the Universal Search box to enter the name, ID, or SSN.
If they are already in your system, you can edit their personnel record. If they had been in the archive, click on the Reinstate button to move them from the archive to the employee list. Their status will probably also need to be changed.
If the person is not in your system, then click on the Add Personnel button. There may be a lot of data to enter but you can enter it as it is available. .
Depending on your system settings, you may be given an option to execute the universal search at this point. If you have already done it, just click on Continue.
Depending on your external system integrations, you may also be given an option to import information from an Application management system.
Enter the information as needed in each of the sections. The more information you enter, the more capability you will have to search for groups of employees with the same attributes. The following are some tips for entering new personnel records:
Social Security Number
The SSN is encrypted for data security. If you have the special key in My Settings, the SSN will be recognizable. If not, you will see a long encrypted value. Contact your HR person or PeopleWerksHR administrator for the special key, if needed.
Status
Employment Status is very important and useful in searching and processing groups of people in various statuses. For new hires, the default is generally “New Hire” but you can change it as desired. For people hired to start in the future, keeping them in a “New Hire” status allows them to be separated from your “Active” people who you may be processing contracts and other year updates. After you have managed the information for your New Hires, the status can be changed to an active type status. This is only a recommended practice.
Job
You can add the job assignment for the employee. You can have two people showing in the same job assignment during the transition period when people are hired before the school year is over.
Salary
Enter the salary information in the Current Salary Details section. If the salary schedules have not been updated for the new fiscal year but are set up for next year, view the person’s salary data in the Next Year section.
Contract
Enter the contract information in the Current Contract section for new hires even if the fiscal year has not begun. For your contract letter templates, use the merge fields for “current” and not “future”.