Creating Employment Contracts

Shivani Panchal Updated by Shivani Panchal

Employment Contracts are created on the System User record. Multiple contracts can be created for the Staff member, and these can be suspended or ended as required. The below diagram shows the basic flow of Employment Contracts from creation to end date:

For any staff to to be displayed on a Schedule or Diary and have bookings allocated to them, an Employment Contract must be created. Certain fields on the Employment Contract will have a direct impact on the Rostering functionality.

Employment Contracts can be accessed and created against the System User record in the following way:

  1. Open the System User record in the usual way.
  2. Select Menu > Employment > Employment Contracts. The 'Employment Contracts' page is displayed.
  3. Select the Create new record button on the toolbar. The 'System User Employment Contract: New' page is displayed:

The Employment Contract record contains the following fields: 

Field

Description

Responsible Team*

This specifies the primary team the Employment Contract is assigned to and determines which Provider the staff can be allocated to.

Based on the parent Business Unit of the Provider, any Employee Contracts assigned to a team that belongs to the parent Business Unit can be allocated to a booking for the Provider, and will be available as a resource. 

Role*

This is the job role the staff member will be performing for this employment contract. This value is coming from the Care Provider Staff Role Types Reference Data.

Can Also Work At

This enables selection of any secondary teams in which this staff member can work for this Employment Contract.

Note: You must have the System User Employment Contract (Field Edit) Security Profile to edit this field.

Type*

This categorises the type of contract, and affects some scheduling and payroll behaviour. This value is coming from the Employment Contract Types Reference Data.

Status

The Status of the employment contract; this will update automatically as per the flow described previously.

Start Date (and Time)

This defines the point at which an employment contract becomes 'Active' and the staff member is eligible to work within its terms. The Status of the contract will remain as 'Not Started' until this date/time has been reached.

Contract Sign Date

The actual date the staff member agreed to/signed the contract. This may be before or after the Start Date.  

Description*

Enter a description for the Employment Contract, e.g. Standard 40 hour contract.

Apprenticeship*

When creating a new Employment Contract, the field is editable, and is defaulted to No for New and Existing Contracts. The field will become read-only once the First Diary Booking is populated.

Contract Hours per Week

The standard number of working hours per week for this Employment Contract. 

A value must be populated for the following Contract Types:

  • Contracted - Fixed
  • Contracted - Variable
  • Hourly
  • Salaried

This performs the Contracted Hours validation, no validations are performed when this field is blank. 

Note: There will be a maximum number of working hours allowable.

Available Booking Types

The Booking Types that the staff member can perform (and be booked against) for this contract. 

Employee Payroll ID

Payroll ID that may be required to match up with external payroll/finance systems.  

First Diary Booking

Fixed Working Pattern Cycle

Guaranteed Hours

Use when the contract has fixed contracted hours but no fixed working pattern.

Calculate Annual Leave for Contract

Default Holiday Year*

This is the Provider Holiday Year. This value is coming from the Default Holiday Year Reference Data.

Do Not Use Provider Standard Annual Leave Entitlement

Entitlement Unit

Select if the Entitlement Unit should be calculated in Day(s) or Hour(s).

FTE Standard Annual Leave Entitlement (Weeks)

Read only.

FTE Standard Working Week (Hours)*

Read only.

Annual Leave

Read only.

FTE Standard Annual Leave Entitlement (Days)

Read only.

  1. Select the Save button on the toolbar.

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Configuring Employment Contracts Reference Data

Ending Employment Contracts

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