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New Contracts

It is hard to believe, but the time is quickly approaching to start thinking about adding new contracts for next year. Listed below are options that can be used to create new contracts in USPS-R. 

Creating Contract Compensations

The first option available is found under Processing/New Contracts. You are defaulted to the New Contract Maintenance tab. From here you can click on the Copy button. You need to find the Employee, choose the Compensation from the drop down and select the Contract Type-New Contract from the drop down and then click Create.  This will then copy the individual employee Compensation into new contract.

After the contract is copied in, you can then modify and Save the contract information for the upcoming year-- Job Calendar-will use days from the chosen calendar to determine how many work days will be defined for this Compensation, Description-can be the title of the Position-ex. 21-22 Teacher. Will default to what is currently listed as description, Label-used if the position has more than one Compensation and can be used to differentiate between Compensations (example- 20-21 Teacher) The label is used for the description on the Pay Stubs. Compensation Start Date-is the start date of the current contract.  This date is a required field and is usually the first day for which the job is paid.  Compensation Stop Date-is the stop date of the current contract. (Remember if the employee is paid accrued wages through the summer to enter in a stop date of the ending date for the last pay for the contract)   This date is a required field. The Contract Work Days are calculated by using the Compensation Start and Stop dates and the Job Calendar selected, Contract Amount-indicates where the compensation is placed on the salary schedule. This amount is for informational purposes. Amount and Obligation will differ when a change in the obligation is made (mid year)  for the current contract through New Contract. In that case, the contract amount will be the full contract amount. Contract Obligation-the amount the board is obligated to pay the employee for the current contract, Pays in Contract-is the number of pays the job is contracted for, Override Pay Per Period Calculation-is used if wanting to override the system generated Pay Per Period amount calculation. Override Unit Amount Calculation-is used if wanting to override the system generated unit amount calculation.  Stretch Pay-indicates whether the payments for the compensation should be stretched over the number of pays in the contract.)

The second option found in Processing/New Contracts is Mass Copy.  Select the Mass Copy Compensations tab. This will allow you to copy in specific Job status positions as well as Select specific pay groups that you want to pull into New Contract. There is an option to enter in the Contract Start Date as well as the Contract Stop date.  If these are populated this will put those dates directly into the Compensations that are copied to New Contract. You can then modify and Save the remaining contract information for the upcoming year-- (Job Calendar, Description, Label, Contract Amount, Contract Obligation, Pays in Contract, Override Pay Per Period, Override Unit Amount.) Again, if desired the Override Pay Per Period Calculation and Override Unit Amount Calculation flags can be set. 

Note-The italicized headers above are fields that MUST be updated for the new contract for the upcoming year. It is very important that a contract Compensation Start Date and a Compensation Stop Date are entered for the appropriate calculation of Pay for the contract. If desired the Override Pay Per Period Calculation and Override Unit Amount Calculation flags can be set. This will ensure that the same Pay Per Period and the same Unit Amount are used during the payroll processing. If the flags are not set the system will calculate each pay and there could be a slight difference due to rounding in the amounts for Pay Per period or Unit Amount.

The last option found under Processing/New Contracts is Import New Contracts. This option will allow for a csv file, with the appropriate header information, for new contracts to be imported into New Contract.  To create a template spreadsheet using the Compensations fields, which can assist in creating new contracts,  you can import the -  New Contract Compensation Worksheet.rpd-json  file found in Redesign Shared Report/Report Definitions  -- https://wiki.ssdt-ohio.org/pages/viewpage.action?pageId=82151184  into Reports. This will allow you to create a template New Contract spreadsheet. After the spreadsheet has been created you can sort to obtain specific Pay Groups and remove all others if desired, or you can also sort the entire spreadsheet on Compensation Start and Compensation Stop Dates and then remove any records that will not require a new contract for the upcoming year. With some manipulation performed on the spreadsheet this will then allow you to update the data and create new contracts using the Import option in Processing/ New Contracts.

The following fields are required to be on the csv file for proper loading to take place in New Contract:  contractType, employeeID, jobNo, newCompensation.label (Note- Label is only required if the employee has more than one Compensation for a Position), contractAmount (required for stretch paid jobs), contractualObligation (calculated for contracted jobs) See New Contract Documentation for a complete listing of New Contract header information- https://wiki.ssdt-ohio.org/display/uspsrdoc/New+Contracts

Once all new contracts have been added to the Processing/New Contract screen and since the new contracts have Start dates that would be for the upcoming school year the new contracts can be Activated by clicking on the box next to the employee(s) new contracts or if you wish to select all employees click the box under the word Copy and all records will be selected. You can also use the grid to filter for specific records and just select them. When all records are selected click the Activate button and the new contract compensations will be created. These compensations will not be paid on until the Compensation Start Date is within the period beginning and ending date for a payroll.

Creating Non-Contract Compensations

The New Contract feature cannot be used for the creation of new Non-Contract Compensations. To create a Non-Contract Compensation csv file go to Reports/Report Manager and click Generate SSDT Non-Contract Compensation Mass Load Extract. Make any necessary updates, deletions, etc (verify headers for Mass Load Compensations-See the Mass Load#Compensation documentation for required headers for the csv file)  and save the file in csv format.

With the appropriate header information defined  the file can then be loaded directly into Compensations using the Mass Load/Compensation feature.  (csv file example below)