Panel

Table of Contents

New Contracts

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Enter a date to only Include Active Compensations in the Selected Compensation grid. This will eliminate of including both old and new compensations for an employee. The included compensations, active as of date, looks for compensations with a start date that is either empty, or before or equal the date entered AND a stop date that is either empty, or after or equal the date entered. If the compensation meets these criteria, then it is displayed in the grid. The grid updates when the date is changed.

Select Pay Groups options using the to select Available Pay Groups to Selected Pay Groups.

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Click on to activate all contract information into the Compensation records, then deletes it from New Contract maintenance file.

Import New Contracts

Note
Please be aware the header columns listed below are case sensitive

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Verify Employee Number is provided
Verify Position Number is provided
Verify New Contract Type is provided
Lookup employee by number / if no employee found, try SSN / Otherwise return an error
Lookup position by number / if no position found return an error
Use the Position and Compensation Label to lookup the compensation
1. If the compensation label is blank or null
  1. Find the first active compensation
    1. Search for all contract compensations
      1. If none are found return an error
    2. If 1 contract is found, return it
    3. If multiple contracts are found
      1. Find all that are not legacy compensations and sort by contract stop date. Take the last compensation (most recent)
2. If the compensation label is not blank
  1. Find the compensation that matches the position and label
    1. If more than one found, an error is returned

**NOTE** If users If users do not enter anything in the position fields in New Contract Maintenance or Import, it will use the value in Position Grid for Employee/Position. If user enters values in Position fields, then it will update the position fields from New Contract to Position Grid when the contract is activated.

Redesign to Classic Fields and Descriptions

Redesign Import File Column Heading Name	Redesign Field Location	New Contract Description and Values	Classic Field Name	Classic Field Location	Classic New Contract Description
employeeId	Compensation	Employee Number Employee Number Employee SSN	EMPLOYEE_ID
jobNo	Compensation	Position Number	JOB_NO	JOBSCN	Job#
contractType	N/A	Type 1 - Mid-year change with no Retro 2 - Mid-year change with Retro spread over pays 3 - Mid-year change with lump sum retro 4 - New Contract from existing Compensation	CONTRACT_TYPE
newCompensationLabel *Label is only required if the employee has more then one Compensation for a Position.*	Compensation	New Label Label		JOBSCN	Check stub desc
calendarType	Compensation	Job Calendar	CALENDAR_TYPE	JOBSCN	Calendar type
firstName	Employee	First Name
lastName	Employee	Last Name
raiseDate	N/A	Raise Date Format as 00/00/0000	DAYS_SINCE_RAISE		Days since raise
compensationDescription	Compensation	New Description			Title
contractStartDate	Compensation	New Compensation Start Date If importing a New Contract (Type = 4), a Contract Start Date is needed to help determine the Work Days for the Compensation. If no date is entered, the system will populate a random date. Format as 00/00/0000	CONTRACT_START_DATE	JOBSCN	Cont start
contractStopDate	Compensation	New Compensation Stop Date If importing a New Contract (Type = 4), a Contract Stop Date is needed to help determine the Work Days for the Compensation. If no date is entered, the system will populate a random date. Format as 00/00/0000	CONTRACT_STOP_DATE	JOBSCN	Cont stop
contractWorkDays	Compensation	New Contract Work Days If not provided in the import file, then will default to the calculated value. This value currently can only be loaded for new contracts.	WORK_DAYS_IN_CONTRACT	JOBSCN	Work Days
payPlan *Not an option at this time. Use Mass Change in New Contract to update Pay Plan.*	Compensation	New Pay Plan Biweekly Semimonthly Monthly	PAY_PLAN	JOBSCN	Pay Plan
payUnit	Compensation	New Pay Unit Daily Hourly	PAY_UNIT	JOBSCN	Pay unit
unitAmount	Compensation	New Unit Amount The Unit Amount will still be calculated for contracted Compensations when the new contract is imported even if the Start and Stop Dates are populated, or the user provides Contract Work Days in the import file.		JOBSCN	Daily rate
retireHours	Compensation	New Retirement Hours	RETIRE_HOURS	JOBSCN	Retire hours
Accrued Wages *Not Loaded*	Compensation	New Accrued Wages Calculated field
Amount Earned *Not Loaded*	Compensation	New Amount Earned Calculated field
Amount Paid *Not Loaded*	Compensation	New Amount Paid Calculated field
Amount Docked *Not Loaded*	Compensation	New Amount Docked Calculated field
payPerPeriod	Compensation	New Pay Per Period The Pay Per Period will be calculated if a Pay Per Period is not provided in the import file and the import file contains all of the necessary fields needed to calculate a Pay Per Period. The necessary fields are: Contract Obligation Contract Amount Stretch Pay must be true Pays in Contract must be greater than 0 Pays Paid must not equal Pays in Contract
contractAmount Required for Stretch Paid Compensations	Compensation	New Contract Amount Format as a number	CONTRACT_AMOUNT	JOBSCN	New contract
contractualObligation	Compensation	New Contract Obligation The Contract Obligation will be set to the Contract Amount the Contract Obligation is not provided in the import file. The Contract Obligation will be set to the Contract Amount if the Contract Obligation is not provided in the import file and the user clicks the Calculate button. This will only occur if the Calculate option is used within New Contract - not the Calculate option in the Compensation. If entered in import file, needs to be formatted as a number.	CONTRACTUAL_OBLIGATION	JOBSCN	Obligation
userContractType	Compensation	New Contract Type	USER_CONTRACT_TYPE	JOBSCN	Contract type
paysInContract	Compensation	New Pays In Contract	PAYS_IN_CONTRACT	JOBSCN	'# pays
Pays Paid *Not Loaded*	Compensation	New Pays Paid Calculated value
equalPays	Compensation	New Stretch Pay Y N	EQUAL_PAYS	JOBSCN	Equal pays
retroNextPay *Not Loaded*		New Retro Next Pay Calculated value
salaryScheduleColumn	Compensation	New Salary Schedule Column Numeric	SALARY_SCHEDULE_COLUMN
salaryScheduleId	Compensation	New Salary Schedule Id Alpha or Numeric	SALARY_SCHEDULE_ID
salaryScheduleStep	Compensation	New Salary Schedule Step Numeric	SALARY_SCHEDULE_STEP
Local Contract Code Not Loaded	Compensation	Local Contract Code Automatically populated when Compensation is included in a Data Collection. Used for EMIS reporting.
calendarStartDate	Compensation	New Calendar Start Date Format as 00/00/0000	CALENDAR_START_DATE	JOBSCN	Calendar start
calendarStopDate	Compensation	New Calendar Stop Date Format as 00/00/0000	CALENDAR_STOP_DATE	JOBSCN	Calendar stop
hoursInDay	Compensation	New Hours in Day Required for Contract Compensations with the Pay Unit set to Hourly.	HOURS_IN_DAY	JOBSCN	Hours per day
retirementCode	Position	Retirement System	RETIREMENT_CODE
jobTitle	Position	Position Description
jobStatus	Position	Job Status Active or A Inactive or I Deceased or D Terminated or	JOB_STATUS
payGroup	Position	Pay Group	PAY_GROUP
building	Position	Building Code All lower case	BUILDING
department	Position	Department Code All lower case	DEPARTMENT
extendedService	Position	Extendend Service	EXTENDED_SERVICE
fte (must be all lower case)	Position	FTE All lower case	FTE
positionCode	Position	Position Code	POSITION_CODE
buildingIrn	Position	Building IRN	BUILDING_IRN
assignmentArea	Position	Assignment Area	ASSIGNMENT_AREA
positionStartDate	Position	Position Start Date	POSITION_START_DATE
positionStopDate	Position	Position Stop Date	POSITION_STOP_DATE
paraprof (must be all lower case)	Position	Paraprofessional All lower case * = (NA(not valid for PosCode=505 or 414)) N = (No) Y = (Yes, meets definition of Qualified Paraprefessional)	PARAPROF
emisHoursInDay	Position	EMIS Hours In The Day If nothing is supplied in the import file or in New Contract Maintenance, the system will use the value in Position Grid for Employee>Position. If a value is supplied in the import file or in New Contract Maintenance, the Position will be updated when the contract is activated.	EMIS_HOURS_IN_DAY
emisWorkDaysInContract	Position	EMIS Work Days	EMIS_WORK_DAYS_IN_CONTRACT
emisFteUnit	Position	EMIS FTE If nothing is supplied in the import file or in New Contract Maintenance, the system will use the value in Position Grid for Employee>Position. If a value is supplied in the import file or in New Contract Maintenance, the Position will be updated when the contract is activated.	EMIS_FTE_UNIT
checkDistribution	Employee	Employee Check Distribution	CHECK_DISTRIBUTION

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Info

The New Reportable to EMIS checkbox can only be mass updated using Mass Change in New Contract. The Mass Change definitions below can be used to mass uncheck or check the New Reportable to EMIS checkboxs.

Mass Uncheck the New Reportable to EMIS checkbox - New Contract EMIS Reportable Flag Mass Change.mcd-json
Mass Check the New Reportable to EMIS checkbox -

Note
jobTitle will also update the Position Description field on the Position record when the new contract is activated.

Note

Compensation drop down information on the Future records comes from the Position Description (Position record) and Label (Compensation record) data .

Compensation drop down information on the Current record comes from the Position Description field on the Position record..

Example of an Import.csv:

Creating New Non-Contract Compensations

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Example of New Contract under New Contract Maintenance option:

Salary Notices

This program produces salary notices that can be distributed to employees with New Contract information.

Creating Salary Notices

The Salary Notices are created using the New Contracts that are listed under New Contract Maintenance.

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Setup to Send Salary Notices

First, theEmail Notifications module must be installed. To install the module, go to System>Modules and click the + sign next to the Email Notification Services. Click the Image Modifiedoption to refresh the page. Once the module is installed, the Email Salary Notices button will be enabled in New Contract>Salary Notices. Also, go to System>Configuration>Email Configuration and add or verify there is a value in the 'Smtp Host.'

The next step is setting up the System>Configuration>Salary Notice Configuration.

Image Modified

The From Email will be the email address of the person sending the notifications. This should be an valid email that your Stmp email server will recognize.

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This report lists the data from New Contract maintenance.

Mid Year Contract Change

See Checklist USPS-R Mid Year Contract Change Checklist#RMidYearContractChangeChecklist

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Click

New Contract Amount - This is the amount that should've would have been paid from the beginning if the new contract amount was in effect from the first work day of the contract. Add Add the mid-year contract change amount in the New Contract Amount field. - This is the full "new" amount of the contract (New Contract Obligation will be calculated by the system.)

Example of manually calculating the Contract Obligation:

Old compensation: $11.67 per hour x 7.25 hours a day x 78 days = $6,599.38

New compensation: $17.38 per hour x 7.25 hours a day x

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102 days =

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$12,

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852.

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Click Image Removed to see the calculation of the Mid-Contract Change and then click Image Removed

Image Removed

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= $19,451.89 New Contract Obligation (System will calculate using the new contract amount)

Example of how to calculate the New Contract Amount:

$17.38 per hour x 7.25 hours a day x 180 days = $22,680.90 New Contract Amount (The amount that would have been paid if the new contract amount was in effect from the first work day of the contract)

Click Image Added to see the calculation of the Mid-Contract Change and then click Image Added

Image Added

To activate one record, click the next to the contract and then click

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The Raise Date must be specified - this in conjunction with start date tells us how many days were paid at the "wrong/old" rate for calculations. This date is when the employee should have actually started receiving the mid-year contract pay.

New Contract Amount - This is the amount that should've would have been paid if the new contract amount was in effect from the beginning first work day of the contract. Add Add the mid-year contract change amount in the New Contract Amount field. - This is the full "new" amount of the contract (New Contract Obligation will be calculated by the system.)

Example

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of manually calculating the Contract Obligation:

Old compensation: $11.67 per hour x 7.25 hours a day x

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78 days =

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$6,

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599.

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38

New compensation: $17.38 per hour x 7.25 hours a day x 102 days = $12,852.51

= $19,451.89 New Contract Obligation (System will calculate using the new contract amount)

Example of how to calculate the New Contract Amount:

$17.38 per hour x 7.25 hours a day x 180 days = $22,680.90 New Contract Amount (The amount that would have been paid if the new contract amount was in effect from the first work day of the contract)

Click to see the calculation of the Mid-Contract Change and then click