There are a couple ways in New Contracts to enter mid-year contract changes - either using the New Contract Maintenance option or loading the information using the Import New Contracts option.

Using New Contract Maintenance to Create Mid-Year Contracts

Mid-Contract No Retro

1._____ Go to Processing>New Contracts>New Contract Maintenance and click Copy.

2._____ Find the employee by typing a few characters of the first or last name, or id. Using the dropdown, locate the Compensation and select the Mid-contract with no retro option. Enter a value in the New Compensation Start Date and New Compensation Stop Date.  This date range is used to calculate the number of days in the new mid year contract. The New Compensation Start Date should be the day after the last payroll processed period ending date (not the original Compensation Start Date).  For example, the last pay period beginning and ending date was for the dates of 12/01/YYYY - 12/15/YYYY. The New Compensation Start Date of the mid-contract would be 12/16/YY.  The New Compensation Stop Date would be the original Compensation Stop Date. Click Create. 

3._____ Enter the full new amount of the contract (as if the employee was paid this amount from the first day of working) in the Contract Amount field. Leave the Contract Obligation field blank. This value will be calculated by the system.

4._____ Click  Calculate and verify all information. Click Save

5._____ Go to Reports>New Contract and generate a report to verify the mid year contract data is accurate.

6._____ Go to Processing>New Contracts and mark the checkbox on the line for the employee and click Activate.  

• To activate several contracts at once, filter the grid for those contracts you wish to activate and mark the Select All checkbox and click Activate.

7.____  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. 

• Mass Load can be used to add/update 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

1._____ Go to Processing>New Contracts>New Contract Maintenance and click Copy.

2._____ Find the employee by typing a few characters of the first or last name, or id. Using the dropdown, locate the Compensation and select the Mid-contract with retro spread over remaining pays option. Enter a value in the New Compensation Start Date and New Compensation Stop Date.  This date range is used to calculate the number of days in the new mid year contract. The New Compensation Start Date should be the day after the last payroll processed period ending date (not the original Compensation Start Date).  For example, the last pay period beginning and ending date was for the dates of 12/01/YYYY - 12/15/YYYY. The New Compensation Start Date of the mid-contract would be 12/16/YY.  The New Compensation Stop Date would be the original Compensation Stop Date. Click Create. 

3._____ Enter a Raise date.  The Raise date should reflect the date the rate increase took effect. The Days Since Raise field will automatically populate, utilizing the Raise Date, when the Calculate option is clicked.

3._____ Enter the full new amount of the contract (as if the employee was paid this amount from the first day of working) in the Contract Amount field. Leave the Contract Obligation field blank. This value will be calculated by the system.

4._____ Click  Calculate and verify all information. Click Save

5._____ Go to Reports>New Contract and generate a report to verify the mid year contract data is accurate.

6._____ Go to Processing>New Contracts and mark the checkbox on the line for the employee and click Activate.  

• To activate several contracts at once, filter the grid for those contracts you wish to activate and mark the Select All checkbox and click Activate.

7.____  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. 

• Mass Load can be used to add/update 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

1._____ Go to Processing>New Contracts>New Contract Maintenance and click Copy.

2._____ Find the employee by typing a few characters of the first or last name, or id. Using the dropdown, locate the Compensation and select the Mid-contract with lump sum retro option. Enter a value in the New Compensation Start Date and New Compensation Stop Date.  This date range is used to calculate the number of days in the new mid year contract. The New Compensation Start Date should be the day after the last payroll processed period ending date (not the original Compensation Start Date).  For example, the last pay period beginning and ending date was for the dates of 12/01/YYYY - 12/15/YYYY. The New Compensation Start Date of the mid-contract would be 12/16/YY.  The New Compensation Stop Date would be the original Compensation Stop Date. Click Create. 

3._____ Enter a Raise date.  The Raise date should reflect the date the rate increase took effect. The Days Since Raise field will automatically populate, utilizing the Raise Date, when the Calculate option is clicked.

3._____ Enter the full new amount of the contract (as if the employee was paid this amount from the first day of working) in the Contract Amount field. Leave the Contract Obligation field blank. This value will be calculated by the system.

4._____ Click  Calculate and verify all information. Click Save

5._____ Go to Reports>New Contract and generate a report to verify the mid year contract data is accurate.

6._____ Go to Processing>New Contracts and mark the checkbox on the line for the employee and click Activate.  

• To activate several contracts at once, filter the grid for those contracts you wish to activate and mark the Select All checkbox and click Activate.

7.____  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. 

• Mass Load can be used to add/update 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

Using Import New Contracts to Create Mid-Year Contracts  

1 _____ Create a load file containing the mid year contract information. The appropriate column headings are listed below. Those column headings that are required are bolded.

• contractType

  • 1 = Mid-year change with no Retro

  • 2 = Mid-year change with Retro spread over pays

  • 3  = Mid-year change with lump sum retro

• employeeId

• jobNo

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

• payGroup

• contractAmount

  • Enter the full new amount of the contract (as if the employee was paid this amount from the first day of working) in the Contract Amount field.

• contractStartDate

  • The New Compensation Start Date should be the day after the last payroll processed period ending date (not the original Compensation Start Date). 

• contactStopDate

  • The New Compensation Stop Date would be the original Compensation Stop Date.

• lastName

• firstName

• raiseDate (if applicable)

  • The Raise date should reflect the date the rate increase took effect. The Days Since Raise field will automatically populate, utilizing the Raise Date, when the Calculate option is clicked.

Open

2._____ Save the file in CSV format.

3._____ Go to Processing>New Contracts>Import New Contracts.

4._____ Click on Choose File and locate your CSV file.

5._____ 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, enter a Contract Start Date.

6._____ Click Import. 

7._____ Go to Reports>New Contract and generate a report to verify the mid year contract data is accurate.

8._____ Go to Processing>New Contracts and mark the checkbox on the line for the employee and click Activate.  

• To activate several contracts at once, filter the grid for those contracts you wish to activate and mark the Select All checkbox and click Activate.

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. 

• Mass Load can be used to add/update 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

Retro Spread Over Remaining Pays Option:

• Add Retro Amount to New Compensation Amount Earned

• Add Retro Amount to New Compensation Contract Obligation

Retro Lump Sum Option:

• If Contract is Stretch Pay:

  • New Pay Per Period equals New Compensation Contract Amount divided by Old Compensation Pays in Contract

  • Pay Per Period Difference equals New Pay Per Period minus Old Compensation Pay Per Period.

  • If Days Since Raise is equal to the Old Compensation Contract Days Worked:

    • Lump Sum Retro equals Pay Per Period Difference times Old Compensation Pays Paid

• Otherwise:

  • Multiplier equals 10 for Biweekly and 11 for Semi-monthly

  • Lump Sum Retro equals Pay Per Period Difference times (Days Since Raise divided by Multiplier)

• Accrued Retro equals Retro Amount minus Lump Sum Retro

• Add Accrued Retro to New Compensation Amount Earned

• New Compensation Retro Next Pay equals Lump Sum Retro

If Contract is not Stretch Pay:

• New Compensation Retro Next Pay equals Retro Amount

• Add Retro Amount to New Compensation Contract Obligation