Personnel (Contracts)
Contracts
System Configurations>>Feature Management>>Auto Generate Contract ID Configuration
How to Enable Automatic Generation of Contract IDs
Auto Generate Contract ID
This feature allows for the automatic generation of Contract IDs in a sequential order. The Contracts screen also updates to display a watermark in the Contracts ID field when the feature is enabled.
Step 1: Enable Auto Generate Contract ID Configuration
Auto-generation can also be used for mass imports via System Configurations>>Company
Imports>>Contracts.
The System Interface Code, Last Contract ID via System Configurations>>Company
Parameters>>System Constants>>System Interface Codes, stores the last ID used. It can also be
Step 2: Enter Last Contract ID
manually entered to create the required sequence. E.g. C000 so the created contracts would be C001, C002, C003 and so on.
Personnel>>Personnel>>Employees>>[Select Employee]>>Contract
Step 3: Enter a New Employee Contract
How do I set up employee Contract Details?
Personnel>>Personnel>>Employees>>[Select Employee]>>Contract
How to Set Up Employee Contract Details
Contract
Employee contract information includes the details of an employee's employment agreement, such as start date, job title, salary, work hours, duration of the contract, and any specific terms and conditions of employment. This information outlines the obligations and rights of the employee and the employer.
An employee may have multiple contracts on their employee profile.
How does it work?
There are several steps to set up an employee's contract as outlined below.
Set up a contract-ending event notification (One-time setup only) Contracts can also be mass-imported if required.
Personnel>>Setup>>Organization>>General Codes>>Contract Types
Step 1: Setup Contract Types
Contract Code/Description: Enter user-defined unique code and description.
Data Mandatory?: Select 'Yes' if the Contract From and Contract To date fields are Mandatory.
System Configurations>>Feature Management>>Auto Generate Contract ID Configuration
Step 2: Enable Auto Generate Contract ID Configuration (Optional)
Auto Generate Contract ID Configuration: Select to enable the auto-generation of contract IDs sequentially. When disabled Contract IDs must be entered manually. How do I enable automatic
Step 3: Create Contract
Contract ID: Enter a user-defined, unique contract id. If Auto Generate Contract ID Configuration is enabled the ID will be automatically created.
Contract Type: Specify the type of contract (e.g., full-time, part-time, temporary).
PAYE No: Enter the employee's Pay As You Earn (PAYE) tax number.
NIS No: Enter the employee's National Insurance (NIS) number.
Business License No: Enter the business license number associated with the employee's contract.
Contract Details: Provide specific details about the contract terms and conditions.
Certifications: List any certifications required for the contract.
First Hire Date: Enter the date the employee was first hired. The date is automatically populated from the employees Identity and Hire Data when entering a new contract.
Last Hire Date: Enter the date the employee was most recently hired. The date is automatically populated from the employees Identity and Hire Data when entering a new contract.
Contract From: Specify the start date of the contract.
Contract To: Specify the end date of the contract.
Registered: Indicate whether the contract is registered. Date Registered: Enter the date the contract was registered. Hours Per Cycle: Enter the allotted hours per cycle.
Accumulated Hours: Enter the total accumulated hours worked by the employee.
Pay Cycle: Enter the pay cycle number indicating when the employee joins the payroll.
Step 4: Add Contract Documents
Step 5: Setup Event Notification
Personnel>>HR Event Reminders>>HR Events Manager>>General Event Settings>>[Select
Company]
An event notification can be setup for employees whose contracts are ending.
System Configurations>>Company Imports>>Contracts
How to Mass Import Employee Contract Details
Contract
Employee contracts, including multiple contracts per employee, can be mass-imported to HRplus.
Actual Contract Documents still must be uploaded individually against each employee's profile.
Step 1: Download the Import Template
• Enter the records in the spreadsheet and save. Click Import Contracts and upload the template - the records will be displayed in the grid.
Step 2: Upload and Post the Contract Template
Step 3: View posted record(s) via the Personnel Module
How to Automate Separation Records for Contract Employees
This feature allows for the automated trigger of a Separation record for contract employees when their
Contract End Date has arrived.
Enter the following in the respective fields : System Code: AUTOSEPCON
Description: AUTO SEPARATE CONTRACTORS
Value:
1 (1 = ON)
System Configurations>>System Codes>>[New Record]
Step 1 - Enter and Activate the System Code
Personnel>>Employees>>[Search]>>Contract
Step 2 - Set up Employee Contract Data
Enter the employee's contract details including a Contract To date.
Personnel>>Event Reminders
Step 3 - Set up a Reminder for the Contract Ending event
Set up a reminder for the Contract Ending event by following the steps below.
Personnel>>Event Reminders>>HR Users
Personnel>>Event Reminders>>General Event Settings
Home
Home>>Intranet>>Company Notifications
Home>>Intranet>>My Message Inbox
Step 4 - Users Receive Notifications
The system will automatically send a notification to the selected users when the Lead Time (date) is reached.
Personnel>>Transactions>>Separations
Step 5 - System Automatically Triggers a Separation record
The system will automatically trigger a Separation record in the Personnel module for the selected employee when the Contract To date is met.
HR must manually post the record as there are payroll implications to employee separations.
Personnel>>Personnel>>Transactions>>Gratuity
How to Set Up Employee Contract Gratuity for Payment
Contract Gratuity
Gratuity is a lump-sum payment provided to contract employees at the end of their employment term, often as a form of appreciation or reward for service. It is typically calculated as a percentage of the employee’s basic salary, based on the length of the contract or tenure with the organization. Gratuity is commonly seen in contracts as a benefit to retain employees until the end of their contract and may be structured differently depending on company policies or country-specific labour laws.
Employee Contract Gratuity is paid as Other Income, based on a Percentage or set Cash value and allows the user to validate, then post the record to a selected Pay Year and Cycle.
How does it work?
There are several steps to set up an employee's contract gratuity as outlined below.
Step 1: Set up Transaction-Payroll Link.
Step 2: Set up Contract Gratuity.
Step 3: Enter Gratuity Transaction .
Step 4: Post Gratuity.
Step 5: Process Payroll.
Personnel>>Personnel>>Transactions>>Transactions-Payroll Linkages>>Transaction
Linkages
Step 1: Set up Transaction-Payroll Link
Step 2: Set up Contract Gratuity
Personnel>>Personnel>>Employees>>[Select Employee]>>Contract>>Gratuity Setup
Please also see How do I set up employee Contract Details?
1. Has Gratuity?: Select 'Yes' if the contract has a gratuity to be paid.
Gratuity Option: Select whether the gratuity is to be paid as a percentage, cash or an advanced.
If Percentage is selected -
Gratuity is % of: Select the Pay Type for the gratuity.
Pay Rate: The amount paid per unit of work, such as an hourly wage or annual salary.
Salary: The fixed regular payment made to an employee.
Straight Time: The hourly wage paid to non-salaried employees based on the actual hours worked.
If Advanced is selected, click Advanced Setup hyperlink:
Period Start: Enter the start date for the advanced gratuity.
Period End: Enter the end date for the advanced gratuity.
Pay Year: Enter the Year the gratuity would be paid in.
Pay Cycle: Enter the Pay Cycle the gratuity would be paid in.
Gratuity Option: Select whether the advance payment is a Percentage or Cash value.
Gratuity % or $ Amount?: Enter the gratuity Percentage or Cash value.
Comments: Enter comments about the gratuity.
Gratuity % or $ Amount?: Enter the percentage or cash value of the gratuity.
Personnel>>Personnel>>Transactions>>Gratuity
Step 3: Enter Gratuity Transaction
Company: Select the company of the employee being paid gratuity.
Pay Group/Name: Select the Pay Group the employee belongs to.
Badge Number/First Name/Last Name: Select the employee being paid the gratuity.
Contract Id: Select the Contract for which the gratuity is being paid.
Year Applied To: Enter the Year the gratuity is being paid in.
Cycle Applied To: Enter the Pay Cycle the gratuity is being paid in.
Contract From/To: The dates for the selected contract auto-fills and cannot be updated.
Gratuity Option: Percentage or cash will be auto-selected based on the selection in the gratuity setup.
Gratuity Amount: Enter the value of the gratuity based on the selected Gratuity Option.
Step 4: Post Gratuity
Payroll>>Process Payroll>>Cycle Changes>>[Select Group]>>[Select Pay Year]>>[Select
Cycle No]
Step 5: Process Gratuity Payment in the Payroll
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