Mid-Year Contract Change Using New Contract Maintenance

Mid-Contract No Retro-New Contract Maintenance

1._____Go to Processing>New Contracts>New Contract Maintenance and click on Copy

2._____For a single contract- find the employee by typing a few characters of the first or last name or id. Find the Compensation using the drop down and choose the 'Mid-contract with no retro' Contract Type.  Enter a new Compensation Start and Stop Date (required).  This date range is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last pay period ending date, not the original start date of the contract.  Example: the last pay period beginning and ending date was from 12/1/19 - 12/15/19. The new Compensation Start Date on the Mid Year contract would be 12/16/19.  The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.  Click Create 

3._____Add the mid year contract change amount in the Contract Amount field. This is the full "new" amount of the contract (contract obligation will be calculated by the system.)

NOTE:  Upon activation-the pays paid for the mid year contract change will be the number of pays paid from the old compensation and pays in contract will be the initial number of pays from the old compensation.

4._____Click  Calculate to see the calculation of the Mid-Contract Change and then click Save

5._____Go to Reports>New Contract report to verify the mid year contract data is accurate.

6._____To activate the contract, check the box click the next to the contract and click Activate.  

7._____To mass activate several contracts, filter the grid for only those contracts you wish to activate, click the 'select all' check and click activate.

NOTE: When the new contract is activated, on the old compensation record, the system will automatically enter a compensation stop date equaling one day less than the new compensation start date. 

8.____  For EMIS reporting, go to the Position record and verify the information in the EMIS Related Information>Contract Amount, Contract Work Days, Hours In The Day, and Full Time Equivalence fields is still accurate. If not, update any fields to the appropriate value. 

NOTE: Mass Load can also be used to add these values on the position record.  Listed below are the required column headings:  

• employee.number

• number

• customFields.contractAmount.value

• customFields.contractWorkDays.value

• customFields.hoursInTheDay.value

Mid-Contract With Retro Spread Over Remaining Pays-New Contract Maintenance

1._____Go to Processing>New Contracts>New Contract Maintenance and click on Copy

2._____For a single contract- find the employee by typing a few characters of the first or last name or id. Find the Compensation using the drop down and choose the 'Mid-contract with retro spread over remaining pays' Contract Type. Enter a new Compensation Start and Stop Date (required).  This date range is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last pay period ending date, not the original start date of the contract.  Example: the last pay period beginning and ending date was from 12/1/19 - 12/15/19. The new Compensation Start Date on the Mid Year contract would be 12/16/19.  The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.  Click Create 

3._____Enter a Raise date.  The Raise date should reflect when the rate increase took effect. The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.

4._____Add the mid year contract change amount in the Contract Amount field. This is the full "new" amount of the contract (contract obligation will be calculated by the system.)

NOTE: Upon activation-the pays paid for the mid year contract change will be the number of pays paid from the old compensation and pays in contract will be the initial number of pays from the old compensation.

5._____Click  Calculate to see the calculation of the Mid-Contract Change and then click Save

6._____Go to Reports>New Contract report to verify the mid year contract data is accurate.

7._____To activate the contract, check the box click the next to the contract and click Activate.  

8._____To mass activate several contracts, filter the grid for only those contracts you wish to activate, click the 'select all' check and click activate.

NOTE: When the new contract is activated, on the old compensation record, the system will automatically enter a compensation stop date equaling one day less than the new compensation start date. 

9.____  For EMIS reporting, go to the Position record and verify the information in the EMIS Related Information>Contract Amount, Contract Work Days, Hours In The Day, and Full Time Equivalence fields is still accurate. If not, update any fields to the appropriate value. 

NOTE: Mass Load can also be used to add these values on the position record.  Listed below are the required column headings:  

• employee.number

• number

• customFields.contractAmount.value

• customFields.contractWorkDays.value

• customFields.hoursInTheDay.value

Mid-Contract With Lump Sum Retro-New Contract Maintenance

1._____Go to Processing>New Contracts>New Contract Maintenance and click on Copy

2._____For a single contract- find the employee by typing a few characters of the first or last name or id. Find the Compensation using the drop down and choose the 'Mid-contract with lump sum retro' Contract Type.  Enter a new Compensation Start and Stop Date (required).  This date range is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last pay period ending date, not the original start date of the contract.  Example: the last pay period beginning and ending date was from 12/1/19 - 12/15/19. The new Compensation Start Date on the Mid Year contract would be 12/16/19.  The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.  Click Create 

3._____Enter a Raise date.  The Raise date should reflect when the rate increase took effect. The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.

4._____Add the mid year contract change amount in the Contract Amount field. This is the full "new" amount of the contract (contract obligation will be calculated by the system.)

NOTE:  Upon activation-the pays paid for the mid year contract change will be the number of pays paid from the old compensation and pays in contract will be the initial number of pays from the old compensation.

5._____Click  Calculate to see the calculation of the Mid-Contract Change and then click Save

6._____Go to Reports>New Contract report to verify the mid year contract data is accurate.

7._____To activate the contract, check the box click the next to the contract and click Activate.  

8._____To mass activate several contracts, filter the grid for only those contracts you wish to activate, click the 'select all' check and click activate.

NOTE: When the new contract is activated, on the old compensation record, the system will automatically enter a compensation stop date equaling one day less than the new compensation start date. 

9.____  For EMIS reporting, go to the Position record and verify the information in the EMIS Related Information>Contract Amount, Contract Work Days, Hours In The Day, and Full Time Equivalence fields is still accurate. If not, update any fields to the appropriate value. 

NOTE: Mass Load can also be used to add these values on the position record.  Listed below are the required column headings:  

• employee.number

• number

• customFields.contractAmount.value

• customFields.contractWorkDays.value

• customFields.hoursInTheDay.value

Mid-Year Contract Change Using Mass Copy Compensations

Mid-Contract With No Retro-Mass Copy Compensations

1._____Go to Processing>New Contracts>Mass Copy Compensations

2._____Choose the Job status (Active, Inactive or Active and Inactive) from the drop down 

3._____ If you wish to include archived employees check the 'Include archived employees' box.

4._____ If you wish to include compensations active as of a particular date, enter the date in the 'Include compensations active as of' field. 

5._____ If you wish to create mid year contracts for particular pay group(s), select and move the pay group(s) to the 'Selected' box.

6._____ Enter a new Compensation Start and Stop Date (required).  This date range is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last pay period ending date, not the original start date of the contract.  Example: the last pay period beginning and ending date was from 12/1/19 - 12/15/19. The new Compensation Start Date on the Mid Year contract would be 12/16/19.  The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.  Click Create.

7._____ Click Build New Contracts. 

8._____ Go to the New Contract Maintenance tab.

9._____ Locate the first employee and click edit.

10._____Change the type to 'Mid-contract with no retro'.

11._____Add the mid year contract change amount in the Contract Amount field. This is the full "new" amount of the contract (contract obligation will be calculated by the system.)

NOTE:  Upon activation-the pays paid for the mid year contract change will be the number of pays paid from the old compensation and pays in contract will be the initial number of pays from the old compensation.

12._____Click  Calculate to see the calculation of the Mid-Contract Change and then click Save

13._____Go to Reports>New Contract report to verify the mid year contract data is accurate.

14._____To activate the contract, check the box click the next to the contract and click Activate.  

15._____To mass activate several contracts, filter the grid for only those contracts you wish to activate, click the 'select all' check and click activate.

NOTE: When the new contract is activated, on the old compensation record, the system will automatically enter a compensation stop date equaling one day less than the new compensation start date. 

16.____ For EMIS reporting, go to the Position record and verify the information in the EMIS Related Information>Contract Amount, Contract Work Days, Hours In The Day, and Full Time Equivalence fields is still accurate. If not, update any fields to the appropriate value. 

NOTE: Mass Load can also be used to add these values on the position record.  Listed below are the required column headings:  

• employee.number

• number

• customFields.contractAmount.value

• customFields.contractWorkDays.value

• customFields.hoursInTheDay.value

Mid-Contract With Retro Spread Over Remaining Pays-Mass Copy Compensations

1._____Go to Processing>New Contracts>Mass Copy Compensations

2._____Choose the Job status (Active, Inactive or Active and Inactive) from the drop down 

3._____ If you wish to include archived employees check the 'Include archived employees' box.

4._____ If you wish to include compensations active as of a particular date, enter the date in the 'Include compensations active as of' field. 

5._____ If you wish to create mid year contracts for particular pay group(s), select and move the pay group(s) to the 'Selected' box.

6._____ Enter a new Compensation Start and Stop Date (required).  This date range is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last pay period ending date, not the original start date of the contract.  Example: the last pay period beginning and ending date was from 12/1/19 - 12/15/19. The new Compensation Start Date on the Mid Year contract would be 12/16/19.  The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.  Click Create.

7._____ Click Build New Contracts. 

8._____ Go to the New Contract Maintenance tab.

9._____ Locate the first employee and click edit.

10._____Change the type to 'Mid-contract with retro spread over remaining pays'.

11._____Enter a Raise date.  The Raise date should reflect when the rate increase took effect. The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.

12._____Add the mid year contract change amount in the Contract Amount field. This is the full "new" amount of the contract (contract obligation will be calculated by the system.)

NOTE:  Upon activation-the pays paid for the mid year contract change will be the number of pays paid from the old compensation and pays in contract will be the initial number of pays from the old compensation.

13._____Click  Calculate to see the calculation of the Mid-Contract Change and then click Save

14._____Go to Reports>New Contract report to verify the mid year contract data is accurate.

15._____To activate the contract, check the box click the next to the contract and click Activate.  

16._____To mass activate several contracts, filter the grid for only those contracts you wish to activate, click the 'select all' check and click activate.

NOTE: When the new contract is activated, on the old compensation record, the system will automatically enter a compensation stop date equaling one day less than the new compensation start date. 

17.____ For EMIS reporting, go to the Position record and verify the information in the EMIS Related Information>Contract Amount, Contract Work Days, Hours In The Day, and Full Time Equivalence fields is still accurate. If not, update any fields to the appropriate value. 

NOTE: Mass Load can also be used to add these values on the position record.  Listed below are the required column headings:  

• employee.number

• number

• customFields.contractAmount.value

• customFields.contractWorkDays.value

• customFields.hoursInTheDay.value

Mid-Contract With Lump Sum Retro-Mass Copy Compensations

1._____Go to Processing>New Contracts>Mass Copy Compensations

2._____Choose the Job status (Active, Inactive or Active and Inactive) from the drop down 

3._____ If you wish to include archived employees check the 'Include archived employees' box.

4._____ If you wish to include compensations active as of a particular date, enter the date in the 'Include compensations active as of' field. 

5._____ If you wish to create mid year contracts for particular pay group(s), select and move the pay group(s) to the 'Selected' box.

6._____ Enter a new Compensation Start and Stop Date (required).  This date range is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last pay period ending date, not the original start date of the contract.  Example: the last pay period beginning and ending date was from 12/1/19 - 12/15/19. The new Compensation Start Date on the Mid Year contract would be 12/16/19.  The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.  Click Create.

7._____ Click Build New Contracts. 

8._____ Go to the New Contract Maintenance tab.

9._____ Locate the first employee and click edit.

10._____Change the type to 'Mid-contract with lump sum retro'.

11._____Enter a Raise date.  The Raise date should reflect when the rate increase took effect. The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.

12._____Add the mid year contract change amount in the Contract Amount field. This is the full "new" amount of the contract (contract obligation will be calculated by the system.)

NOTE:  Upon activation-the pays paid for the mid year contract change will be the number of pays paid from the old compensation and pays in contract will be the initial number of pays from the old compensation.

13._____Click  Calculate to see the calculation of the Mid-Contract Change and then click Save

14._____Go to Reports>New Contract report to verify the mid year contract data is accurate.

15._____To activate the contract, check the box click the next to the contract and click Activate.  

16._____To mass activate several contracts, filter the grid for only those contracts you wish to activate, click the 'select all' check and click activate.

NOTE: When the new contract is activated, on the old compensation record, the system will automatically enter a compensation stop date equaling one day less than the new compensation start date. 

17.____  For EMIS reporting, go to the Position record and verify the information in the EMIS Related Information>Contract Amount, Contract Work Days, Hours In The Day, and Full Time Equivalence fields is still accurate. If not, update any fields to the appropriate value. 

NOTE: Mass Load can also be used to add these values on the position record.  Listed below are the required column headings:  

• employee.number

• number

• customFields.contractAmount.value

• customFields.contractWorkDays.value

• customFields.hoursInTheDay.value

Mid-Year Contract Change Using Import 

Mid-Year Contract Change- Import New Contracts 

1 _____Create a CSV file containing the new contract information using the following headers:

• contractType

• employeeId

• jobNo

• compensationLabel (Label is only required if the employee has more then one Compensation for a Position

• payGroup

• contractAmount

• contractStartDate

• contactStopDate

• lastName

• firstName

• raiseDate (if applicable)

Open

2._____Go to Processing>New Contracts>Import New Contracts tab

3._____Click on 'Choose File' and locate your CSV file

4._____If a contract start date is included in the CSV file, the Contact Start Date field can be left blank. If the contract start date is not included in the CSV file, you will need to enter a Contract Start Date.

5._____Click Import 

6._____Go to Reports>New Contract report to verify the mid year contract data is accurate.

7._____To activate the contract, check the box click the next to the contract and click Activate.  

8._____To mass activate several contracts, filter the grid for only those contracts you wish to activate, click the 'select all' check and click activate.

NOTE: When the new contract is activated, on the old compensation record, the system will automatically enter a compensation stop date equaling one day less than the new compensation start date. 

9.____ For EMIS reporting, go to the Position record and verify the information in the EMIS Related Information>Contract Amount, Contract Work Days, Hours In The Day, and Full Time Equivalence fields is still accurate. If not, update any fields to the appropriate value. 

NOTE: Mass Load can also be used to add these values on the position record.  Listed below are the required column headings:  

• employee.number

• number

• customFields.contractAmount.value

• customFields.contractWorkDays.value

• customFields.hoursInTheDay.value

Mid-Year Contract Change Calculations

• New Compensation Pays in Contract = Old Compensation Pays in Contract - Old Compensation Pays Paid

• Amount to be Earned = [(Old Compensation Contract Work Days - Old Compensation Contract Days Worked) x New Compensation Daily Rate]

• Retro Amount = (New Compensation Daily Rate - Old Compensation Daily Rate) x Days Since Raise

• New Compensation Amount Earned = Old Compensation Accrued Wages

• New Compensation Contract Obligation = Amount to be Earned + Old Compensation Accrued Wages

If doing Retro Spread Over Remaining Pays:

If doing Retro Lump Sum: