Manage Employment Contracts

Manage Employment Contracts

The Contract Management feature is used to add, view, modify, and delete employment contract information for employees. Only managers and employee administrators can be given access rights to add, modify, and delete employment contracts. Employees can be given access to only view their contract information.

Note People Analytics users can use the My Employees and Administrator Packages to report on employment contract fields, including contract start/end dates, contract type, duration, rehire waiting period, and notice period information.

You enable and use the Contract Management feature for a company by completing the following five steps:

5 steps to enable and use Contract Management

Enable Contract Management

Enable Contract Management for a specific company using the Company Setup.

Navigation:System Configuration > Company Setup > (select company) > Change Company Details

  1. From System Configuration, select Company Setup.
  2. Select the company for which you are enabling Contract Management. The Change Company Details page appears.
  3. In the Contracts section, Employee Contracts field, select Enable.
    The Contracts section of Change Company Details showing Employment Contracts Enable and highlighted.
  4. Select Save.

Enable the Employment Contract Business Process

Enable the employment contract business process.

To enable the employment contract business process:

  1. From System Configuration, select Workflow Administration, and then select Business Processes. The Business Processes page appears. Find the business process: Add/Change Employment Contract. Note that you can only configure the Add/Change Employment Contract business process for a manager or employee administrator.
    The Business Processes page
  2. Complete the configuration for each role selected.
    Add/Change Employment Contract (Manager) Settings

Enable Web Access Rights to the Contracts Pages

Enable the access rights to the contracts pages.

To enable access rights to the contracts pages:

  1. From System Configuration, select Security, and then select Role Administration. The Role Administration page appears.
  2. Find the role(s) you wish to give access to the Contracts page.
  3. Select the role description, and then select Web Access Rights.
  4. Enable Web Access Rights for any of the following:
    • Myself > Jobs > Contracts > Contract Details (View only)Web Access Rights expanded
    • My Team > My Employees > Employee Contracts (View only)Web Access Rights Expanded
    • My Team > My Employees> My Employees List > My Team > Jobs > Contracts > Contract Details (View, Edit)
    • My Team > My Employees> My Employees List > My Team > Jobs > Contracts > Add Employee Contracts (Add, View, Edit, Delete)Web Access Rights expanded
    • Employee Admin > My Employees > Employee Contracts (View only)
    • Employee Admin > My Employees> My Employees List > Employee Admin > Jobs > Contracts > Contract Details (View, Edit)
    • Employee Admin > My Employees> My Employees List > Employee Admin > Jobs > Contracts > Add Employee Contracts (Add, View, Edit, Delete)Web Access Rights expanded
  5. Select Save.

Enable Business Rules Access Rights to Contract Types

Enable the business rules access rights to Contract Types.

To enable access rights to the Contract Types business rule:

  1. From System Configuration, select Security, and then select Role Administration. The Role Administration page appears.
  2. Find the role(s) you wish to give access to the Contract Types Business Rule page.
  3. Enable Business Rules Access Rights for Contract Types (View/Edit).
    Contract types with View and Edit checkboxes selected.
  4. Enable Business Rules Access Rights Contract Types.

Define and Modify New Contract Types

System Administrators can define and modify new types of employment contracts using the Contract Types business rule (System Configuration > Business Rules > Contract Types) to meet local compliance requirements for U.S., Canada, and global employees. The Contract Types business rule contains four required fields: Code, Description, Country, and Term (Probation (fixed term), Temporary (fixed term), and Indefinite (unlimited term)). The Country field enables you to define a new contract that is available to all supported countries or only to a specific country, as needed. Once defined, you can amend and renew contracts.

To define a new employment contract type using the Contract Types business rule:

  1. From System Configuration, select Business Rules. The Business Rules page appears. Find the business rule: Contract Types.
  2. Select the Add button. The Add Record page appears.
  3. Enter a Code, Description, Country, and Term to define the contract type.
  4. Select the Add button.
    The Business Processes page appears. Find the business process: Add/Change Employment Contract. Note that you can only configure the Add/Change Employment Contract business process for a manager or employee administrator.

View Contracts Page

Managers and employee administrators can view a list of contracts for a group of employees on the Employee Contracts page (My Team or Employee Admin > Employee Contracts). Information on the Contracts page includes: contract number; contract type; contract reason; amendment information; start/end dates; expiration information; probation, notice, and rehire waiting periods; FTE contract hours; and working hour description.

The Contracts page
From the Contracts page, you can perform the following:
  • View a list of contracts
  • View details for a contract
  • Add (see "Add of Change Employee Contract Information") a contract
  • Change (see "Add or ChangeEmployee Contract Information") a contract
  • Delete a contract

The most current contract is highlighted on the Contracts page.

The current contract is highlighted

Add or Change Employee Contract Information

Add or change employee contract information on the Add/Change Contract page.

A contract that is referenced by another contract as renewed cannot be deleted. If you attempt to delete such a contract, the following message appears: "This contract has been renewed. Renewed contracts cannot be deleted."

  1. From the Contracts page, complete one of the following:
    • To add a contract, select Add. The Add Contract page appears.Add Contract screen
    • To change contract information, select the link for the contact, and then select Edit. The Change Contract page appears.The Change Contract screen
  2. Enter the contract number.
  3. Select if the contract is a Fixed Term or Unlimited.
    • If the contract is for a fixed term:
      • Select a contract reason.
      • Enter the specific start and end dates, or enter the duration of the contract (for example, 1 year or 6 months). The Projected End Date and Days to Expiration fields populate. You can modify the Actual End Date, if needed (for example, if the Projected End Date falls on a holiday).
      • Enter the FTE Contract Hours.
    • If the contract is unlimited:
      • Enter the Start Date.
  4. Check the Renewal or Amendment boxes, if applicable.
    • If renewing a contract, select the original contract that is being renewed.
    • If amending a contract, enter an amendment date.
  5. Enter probation period, notice period, and rehire waiting period information.
  6. Enter the working hours description.
  7. Select Save. The Contracts page appears with the new information.
    Contract Information page

View an Employee Contracts List

View a summary of employees with contract information on the Employee Contracts page.

Over 25 columns are available to help filter contract-related information, including employee-specific and organization information, job, contract number, start and end dates, renewal, amendment, and probation information, and notice and rehire information. A green check mark indicates each employee's most current contract.

List of employees and contracts

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