Creating a new record for the Contract tab of a staff member record

In order to create a new record on the Contract tab of a staff member record users should follow these steps:

Step 1– Use the calendar icon to select the date the changes are effective from for the staff member in question. Once selected this date will populate in the ‘Add’ field.

Step 2 – Select the plus icon to generate a new record.

HANDY HINT: When creating a new record, the fields will automatically populate with the details entered on the most recently dated previous record for the staff member. This is useful where only one change is required, meaning the user does not have to re-type all the staff members details to create a new entry. If there is no previously dated entry before the effective date entered, the fields will appear blank.

The record will then open as per the example below:

Step 3 – Update the details by using the drop-down menus or by deleting old data and typing in new data. (See Contract tab guidance box within this section for details on how each field is used within the system).

Step 4 – Select ‘OK’ to Save the new record.

Please note: Once a new record has been saved, it will be available to select in the Open drop-down menu and as an entry on the summary screen, showing the effective date that was entered by the user.

Contract Tab Guidance

Start Date – This should be the start date the staff member started with your organisation.

Leave Date – This date should only be entered if the staff member has finished the contract assigned in the contract type field or has left your organisation.

Position effective date – This date is auto-populated and will always be the same date that was entered in step 2 by the user. This is to accommodate where a staff member has changed ‘Contract’, appointment type, contracted hours, or job title, but it was not their initial starting date with your organisation as this is defined in the start date field.

Annual Hours – Information only – assign the staff member’s annual contracted hours in this field if they are working on annual contracted hours basis.

Contracted hours – used to calculate the full-time equivalent figure (FTE) which is auto-calculated by the system on this tab, and to calculate hours to pay the staff member based on your agreed time and attendance rules where applicable. This figure is also used by the rota settings in the row summaries to identify if a staff member has been rostered up to their contracted hours for the period being viewed, and in various reports available from the reporting menu.

Contract Type – used to determine which contract the staff member is currently working on and based on the details assigned to that contract (see section 3.5.4 of this user guide for how to create the options in this list), the leave allowance they are entitled to for nominated ‘Absence Types’, and the amount that should be deducted from allowance when leave bookings are made.

Appointment Type – information only.

Job Title – information only.

Employee Group – used to determine if the staff member should display on the clocking screen, and if they are able to book part leave or they are blocked from requesting leave on defined dates within the system. (See section 3.5.5 of this user guide for how to create the options in this list).

‘FTE Hours’ – auto-calculated by the system by using the FTE figure assigned to the contract chosen in the contract type field, and the contracted hours entered into the contracted hours field also on this tab. I.e., staff member’s contracted hours, divided by the FTE figure assigned to the contract.