Modifying an employee contract using an amendment

  1. Select HR Administration > Contracts > Employment Contracts.
  2. Open an employment contract that is in Approved status:
    1. Select an employment contract.
    2. Click Open.
  3. On the Employee Contracts tab, select and open an employee contract.
  4. In the More Actions menu, select Modify Contract.
  5. Select Amendment in the Modification Type field, then click Submit.
  6. These fields can be modified:
    End
    Optionally, modify the date on which the employee contract ends.
    Duration Unit
    Optionally, modify the duration unit. The duration unit determines the length of the contract based on the Begin and End dates specified and the duration units selected. The default value is Days.
    Contract Pay End
    If Use Contract Pay is selected on the employment contract, you can modify the date when contract pay ends for the employee.

    You can edit this field only if no contract pay time records have been closed through payroll processing. If contract pay time records have been closed, the field is read-only.

    Contracted Time
    Optionally, modify the contractual work time. For example, the contracted time could be 7 Hours Daily, 3 Days Weekly, 3 Weeks Monthly, or 9 Months Annually.
    Rehire Waiting Period
    Optionally, specify the time that must pass before an employee can be rehired. Specify a value and select a unit of time.
    Note: The Rehire Waiting Period field is for informational purposes only and does not prevent an employee from being rehired.
    Template
    Optionally, modify a template. See Attaching templates to employment contracts.
    Section
    Optionally, modify a section. The employee contract must have a template to add a section to. See Creating an employment contract section.
    Accept By Date
    Optionally, modify the date that employees must accept the contract by.
  7. Click Save.
  8. In the More Actions menu, select Submit Contract Modifications and then specify this information:
    Status of Employee Contracts Upon Submission
    Select the status to assign to employee contracts after you submit the amendment, or select an option to leave the employee contract status unchanged. If you assign a status of Ready for Review, Contract Sent, or In Progress, employees who previously acknowledged their contracts might need to acknowledge them again.
    Signature
    If you selected Accepted in the Status of Employee Contracts Upon Submission field, then you must select a signature option. Select Automatic to use the text "System Generated" as the signature. Select Signature to specify text to use as the signature. The signature is displayed in the Acknowledgement field on the employee contract.
    Date Signed
    If you selected Accepted in the Status of Employee Contracts Upon Submission field, then you must verify or specify the date that the contract was signed on. If you do not change the date in this field, the current date is used as the date signed. The signature is displayed in the Date Acknowledged field on the employee contract.
    Send Email Notification
    Optionally, select this check box to send an email notification. If you select this check box, then you must specify an active email template to use for the email.
  9. Click Submit.
    Note: You cannot submit modifications if contract pay time records remain open. You must process all contract pay time records before submitting the modification.

    If Contract Pay is enabled and you change the end date, the new end date cannot be on or before the last processed payroll cycle. If historical payments exist beyond the new end date, the system prevents submission.

    If the amendment is for an employee contract associated with a Contract Pay-enabled employment contract and the end date is within one year of the begin date, the system updates employee contract pay date details. The system removes excess details when the end date is shortened and generates new details when the end date is extended.

    If employee contract consolidation is enabled, you can modify only employee contracts with a status of NONE or MAIN. Changes made to a MAIN employee contract also apply to related SUPPORTING records.