Mass adding employee contracts

Employee contract records can be manually created or added on a mass basis, which enables the creation of multiple employee based contract records instead of creating individually. This procedure outlines the process of adding multiple employee contracts and their assignments.

Note: Only contract base assignments are automatically added to a new employee using Employee Contract Mass Add (CM101). Supplemental assignments must be added manually.

Follow these steps to add multiple employee contracts:

  1. Access Employee Contract Mass Add (CM101).
  2. Select the job name in the Job Name field.
    Note: The User Name field is for display only, which displays your login ID. The Data Area/ID field is also for display only. It displays the environment you have logged into.
  3. Define contract options on the Selection tab. Specify this information:
    Company

    Select the company.

    Contract Year

    Select the contract year.

    Processing Group

    Select the processing group.

    Process Level

    Select the process level.

    Employee Group

    Select the employee group.

    Employee

    Select the employee or employees.

    As of Date

    Select the as of date. The application processes Add Contract Change-type records through the as of date.

    Use Current Date

    Select this field if the current application date is used in processing Add Contract Change-type records.

    If you do not select this option, then you must specify a date in the As Of field.

    Processing Option

    Select the processing option. Processing option determines the type of updating to be performed.

    • Create Employee Base Contract creates employee contracts and associated base assignments for those with pending Add Contract Change-type records. This can be viewed in Employee Contract Change Audit (CM35.1) with Hold flag = 0 (Not on Hold).

    • Rollover Base updates the contract and the associated base assignment/s for a rollover, where current contract data are used to create a new employee contract and base assignments for the next contract year. CM101 would verify all those base assignments with Rollover flag set to Yes.

    • Rollover Base and Supplemental updates the contract base and supplemental assignment records for rollover. CM101 will verify all the contract assignments (Base and Supplemental) with Rollover flag set to Yes.

    Report Sequence

    Select the order by which the information is sorted on the report.

    Employee Sequence

    Select the order by which the employees must be sorted. If you do not select a value, then the default employee reporting sequence defined on Company (HR00.1, under Options tab) is used.

    Update

    Select whether to update the contract balances.

    • Report Only creates a report of the contract balances but does not update them.

    • Update creates a report and updates the balances.

  4. If you selected option 2 (Rollover Base) or 3 (Rollover Base and Supplemental) in the Processing Option field, then define the rollover details on the Options tab. Specify this information:
    Note: The Roll Over field must be set to Yes on Employee Base (CM14.1) or Employee Supplemental Assignments (CM15.1) , or both, to roll over employee contract assignments into the next contract year.
    Rollover Contract Year

    Specify the rollover contract year. The value for this field determines the contract year for the contract base or supplemental assignments being rolled over into the next contract year, or both.

    Rollover GL Distributions

    Select whether the contract general ledger distributions (CM17.1 records) should be rolled over for the new contract year.

    Rollover User Fields

    Select whether the contract user field values must be rolled over for the new contract year.

    Contract Right

    Select a value to use to group contracts together for reporting. The value for this field defaults to the employee contract record that is created.

    Contract Group

    Select a value to use to group contracts together for reporting. The value for this field defaults to the employee contract record that is created.

    Tax Frequency Override

    Select how you want to override normal taxation. The default value for this field is the created employee base and supplemental assignment records.

    Process Group

    Process groups let you tax pay codes separately, but they also allow you to combine earnings in a single payment.

    • If you specify a numeric value, then the corresponding deduction cycle is applied to the pay associated with that process group. In this case, the application can take miscellaneous deductions more than once per payment.

    • If you specify an alpha value, then the application only takes miscellaneous deductions once per payment.

    • Specify an asterisk * if you want the system to assign the alpha process groups when processing time records with multiple pay cycles. The default value for this field is the created employee base and supplemental assignments.

    Check Group

    Check groups are used to group time records on one payment for the employee.

    • If you specify a numeric value, then the corresponding deduction cycle is applied to the pay associated with that check group.

    • If you specify an alphanumeric value, then the application takes the deductions based on the cycle defined in Earnings and Deductions Calculation (PR140).

    • Specify an asterisk * if you want the system to assign the alpha check groups when processing time records with multiple pay cycles. The default value for this field is the created employee base and supplemental assignments.