Creating or updating a resource's legacy employment contract

Use this process only for Legacy Employment Contracts.
Note: 

This procedure describes how to create an employment contract for a resource. You can also provide contract information on the hire or rehire forms.

  1. Open the resource for which to define a contract.
  2. Click the Work Assignments tab. In the Employment Contracts section, click Create.
  3. On the Contract For form, specify this information:
    Effective Date

    Select the date from which the employment contract is displayed in the application.

    Contract

    Specify a description. The system assigns a unique ID to the employment contract when you save it.

    Status

    The system assigns Draft status to the contract when you save it.

    Begin Date

    Select the contract begin date.

    Duration

    Specify the contract duration with the unit of duration.

    End Date

    If you specified a begin date and duration, the system calculates the end date. You can override this value. This field is not required.

    Contracted Time

    Specify the contracted work time. This is the number of hours/weeks/months per day/month/year that the resource is committed to work and the employer is committed to provide.

    Date Signed

    If available, specify the date on which the employment contract was signed.

    Renewal Notification Date

    If the contract is subject to renewal, specify the date on which the renewal notification is sent.

    Note: 

    No notifications are currently sent by the system.

    Renewal Date

    If the contract is subject to renewal, specify the renewal date.

    Rehire Waiting Period

    If there is a waiting period after the expiration of the contract before the resource can be rehired, specify the waiting period (for example, 6 Months).

    If left blank, any default waiting period defined for the employment contract type defaults in this field.

    Reason For Contract

    Select the reason for which the employment contract is being issued. For example, new hire or transfer.

    Note: 

    Reasons for contracts are user-defined under Employment Contract Components > Reasons.

    Resource Being Replaced

    If the contract is to replace an existing resource (for example, a temporary replacement of a resource on maternity leave), select the resource being replaced.

    Contract Type

    Required. Select the contract type.

    Contract Template

    Select the contract template. The contract template brings over all the sections attached to the template and stores the template contract document.

    Work Assignment

    By default, the contract is associated with the resource's primary assignment. If the resource has multiple assignments, you can select any of the work assignments.

    Contractual Full Time Equivalent

    Specify the contractual full time equivalent. For example, if full time in your organization is 2080 hours and the contracted time is 1040 hours, the contractual full time equivalent is 0.5.

    Contract Number

    If available, specify the contract number.

  4. Click Save. The employment contract is created in Draft status.

    The Sections and Versions tabs are displayed. These are the sections associated with the template.

  5. To view all of the sections in the employment contract, click Preview Contract Sections below the Status field.
  6. To view the formatted contract document (based on the document template that is associated with the employment contract template), click the drop down arrow next to ViewContractDocument, and select Open.
    Note: 

    If you make changes to the employment contract, the changes are not reflected in the original contract document. To generate an updated version of the employment contract document, click Actions > Create New Document Version. The old version becomes inactive. You can still view the old document on the Versions tab.

  7. Change the employment contract as needed.

    • To add existing sections to the contract, on the Sections tab, click the Helper List, select the Sections, and click the Attach To Contract button.

      or

      To create new sections for the contract, on the Sections tab, click Create, and create a section.

      See Creating employment contract sections.

    • To modify a section, open the section, make your changes, and save the section.

    Note: 

    You can make changes when the contract is in Draft status. These changes apply only to this specific contract and do not modify the original sections or template.

  8. When you are done with making changes, request approval for the employment contract. This changes the status to Pending Approval.

    • On the contract page, select Actions > Request Approval.

      Note: 

      While the employment contract is in Pending Approval status, no changes can be made to the contract.

  9. If you must change the employment contract when it is in Pending Approval status, you can manually reject the employment contract. This returns the employment contract to Draft status where you can make more changes.
    1. On the contract page, select Actions > Manual Reject.
      Note: 

      A reason code is required. The reason code must be an action reason defined with the subject HCMEmployeeContractInactivateReject.

    2. When you are done, request approval again.
  10. To finalize the employment contract, on the contract page, select Actions > Manual Approval.

    The status becomes Active.

    You can still access the contract document at this point by opening the appropriate document version on the Versions tab.

    Note: 

    You can no longer change any of the contract information. The only way to modify the employment contract from that point is to amend the contract.