Purpose
The Contracts screen enables you to enter and view all the contracts associated with the selected employee. The Contracts screen maintains this information in a grid.
Access
Access the Contracts screen by selecting Assignments from the menu bar, and then selecting Job Assignments. Query to locate the desired employee and job, and then click Contracts.
Note: Information on the Contracts screen does not impact the employee's compensation or job information. Employees who are under contract must still be assigned to jobs and compensation.
Contents
The Contracts screen contains regions that maintain the following types of information:
Employee Job Contract Contract List Secondary Tab See also:
Tracking Contracts Employee - Contracts Screen
The Employee region of the Contracts screen displays the name, address, and ID number of the employee to whom the contracts relate. Since contracts are employee/job-specific, the employee information serves as a reference for the records with which you are working and is display-only.
See also:
Job Contract Contract List Secondary Tab Job - Contracts Screen
The Job region of the Contracts screen displays the description, Position Control Number, and payroll type of the job to which the contracts relate. Since contracts are employee/job-specific, the job information serves as a reference for the records with which you are working and is display-only.
See also:
Employee Contract Contract List Secondary Tab
Contract - Contracts Screen
The Contract region enables you to view or enter contracts that relate to a particular employee.
Use this region to add or update information about the employee’s employment contracts with your institution. This region becomes active when you click Add or Update on the toolbar.
The Contract region contains the following fields:
Contract - An eight-character code identifying the type of contract (e.g., ADJUNCT, FULLTIME, or TENURED for faculty) as defined in the Contract table. Click on the arrow next to the field to view and select from a list of valid values.
(Description) - A 32-character description of the contract as defined in the Contract table.
Amount - The dollar amount of the contract. For adjunct faculty, for example, this is the amount for which the instructor has been contracted to teach a course.
With FTE - The display-only value of the contract after applying the FTE factor against it. For example, if the Contract Amount is $10,000 and the FTE factor is .80, and then the With FTE field will contain $8,000. The With FTE value is the amount that is allocated over the number of pay periods.
Paid - The dollar amount paid on the contract as of the current date. This information comes from the general ledger’s Subsidiary Transaction record and is display-only.
Pay Periods - The number of pay periods over which the contract is to be paid. The system allocates the With FTE amount over this number of pay periods.
Begin Date - The effective date (mm/dd/yyyy) of the contract.
End Date - The date (mm/dd/yyyy) on which the contract ends. The system enters this display-only date when the contract is paid out.
Comments - An area where an unlimited amount of text can be entered to describe the contract.
Notation Amount - A user-maintained dollar amount field used for reporting purposes only.
The Contract region also contains the Instructor Information subregion, which has the following fields:
Session - For instructors, the academic session to which the contract applies. If you designate a Session, you must also designate a Year.
Year - For instructors, the academic year to which the contract applies. If you designate a Year, you must also designate a Session.
Program - For instructors, the program (e.g., UNDG) to which the contract applies. This information is optional.
FTE - A factor between .001 and 9.999 representing the instructor’s course load. This factor is multiplied by the contract amount to derive the With FTE amount, the amount paid out to the instructor over the life of the contract.
See also:
Employee Job
Contract List Secondary Tab
Using the Calendar in Human Resources Administration Using the Calculator in Human Resources Administration
Contract List - Contracts Screen
The Contract List enables you to view and select information about a particular contract for an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Contract region in the top part of the screen.
Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Contract region of the screen.
The grid does not appear under the following circumstances:
• If you have not yet queried and selected an employee ID
• If the selected ID does not have associated contract information The Contract List contains the following columns:
Contract - An eight-character code identifying the type of contract (e.g., ADJUNCT, FULLTIME, or TENURED for faculty) as defined in the Contract table.
Description - A 32-character description of the contract as defined in the Contract table.
Contract Amount - The dollar amount of the contract. For adjunct faculty, for example, this is the amount for which the instructor has been contracted to teach a course.
Pay Periods - The number of pay periods over which the contract is to be paid. The system allocates the With FTE amount over this number of pay periods.
Begin Date - The effective date (mm/dd/yyyy) of the contract.
End Date - The date (mm/dd/yyyy) on which the contract ends. The system enters this display-only date when the contract is paid out.
In addition, the Contract List grid region contains the following element that is not part of the grid:
Show All Checkbox - A checkbox that, when checked, displays all the contracts that have ever existed against the selected job, regardless of date or status of completion.
See also:
Employee Job Contract Secondary Tab Using Grids
Secondary Tab - Contracts Screen
The secondary tab of the Contracts screen contains information that is unique to your institution.
With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution.
Most of the information on this tab resides in your database in the empctrc_rec.
See also:
Employee Job Contract
Secondary Tabs in Human Resources Administration
Customizing Screens in Human Resources Administration