Update an employee's Contract tab

In this section:

1. Update an employee's Contract information.

2. Use the Create History option.

Update an employee's Contract information

To update an employee's My Details > Contract:

1. Sign in to Staffology HR.

2. Go to Directories.

3. Select the required employee and choose Edit.

   You can also select the edit icon displayed on the employee's name:

   

4. Select Contract.

The Contract tab contains the following information:

• Key contractual dates and onboarding information.

• Role-specific information.

• Information on working hours.

• Holiday entitlement information.

The fields you can update for an employee include:

Contract tab field	Description
Start Date	The date the employee joined your organisation.
Cont. Service	If the employee is under a Transfer of Undertakings (Protection of Employment), this date may be before their Start Date with your organisation. Otherwise, this date should be the same as their start date.
Contract End Date	The date the employee’s contract ended.   This does not make an employee a leaver.
On-Board Date	Add the date you created the employee's record in the system. Leave blank for existing employees.
On-Board Contact	If required, choose a contact for onboarding queries raised by new starters. Leave blank for existing employees.
Benefits Start	Add the date the employee started receiving company benefits.
Review Date	Add the review date for the employee’s current contract.
Line Manager	Select this checkbox to make the employee a line manager.
Job Type	Select the employee’s job title from the dropdown.
Company	If required, choose a company from the dropdown.   To activate this checkbox, go to System Tools > Utilities > Tools > System Configuration and select the Company Field option.
Country	Add the country where the employee is based.
Location/Division	Choose the location or division where the employee is based (if your organisation has multiple locations/divisions) from the dropdown.
Department	Choose the employee’s department.
Team	Choose the employee’s team within their Department.
Cost Centre	Choose the employee’s cost centre (if your organisation uses cost centres).
My Line Manager	To create a link between the employee and their line manager, select the line manager's name from the dropdown.   You must select the Line Manager checkbox for the line manager to display in this dropdown.
Approver (if different)	Allows you to choose an approver different to the employee's line manager.   Find out more about authorisation routes and how to set them up.
Immigration Status	Choose the employee’s immigration status.
Hours per Week	Choose the employee’s contracted working hours per week.
Days per Week	The employee’s contracted working days per week
FTE	The employee's contractual hours per week expressed as a decimal (calculation: Hours per week/Full-time working hours) For employees who work full-time hours, enter 1.
FTE Scheme	FTE uses the employee’s hours divided by the scheme hours to give a more accurate FTE value.
Work Pattern	You can create work patterns in days or hours. If you create a work pattern in hours, you must also calculate the employee's entitlements in hours.
Work Pattern Start	Only required for rolling work patterns, i.e. 4 days on 4 days off.
Holiday Entitlement	Enter the employee’s annual holiday allowance.
Hol. Brought Forward	Enter the employee’s holiday entitlement brought forward from the previous holiday year.
Hol. Bought/Sold	To record a bought holiday, enter a positive value.   To record a sold holiday, enter a negative value.
Hol. Total this Year	Enter the employee’s holiday total for the current year; including standard entitlement, brought forward plus any bought/sold.
Brought Forward Scheme	Choose an option from the dropdown.
Entitlement Scheme	Choose the length of service scheme which applies to the employee.
Contract Type	Enter the employee’s contract type (for example, Permanent, Temporary, Fixed Term).
Employee Type	Choose the employee's hours-based contract information.
Personal Grade	Choose the employee’s pay grade (if applicable).
Probationary Period	Choose the length of the employee’s probationary period.
Notice Period	Choose the length of the employee’s notice period.
Company Director	Select this checkbox to list this employee as a company director.   If you select yes, two additional field display (see below).
Directorship Start Date	Enter the date when the employee’s directorship started.
Director Type	Choose the employee’s director type.   The only permitted values are Cumulative Director or Noncumulative Director.
Job Share	Select this checkbox if the employee has a job share arrangement.
Overtime	Select this checkbox if the employee is eligible for overtime .

Create History

The Create History function allows you to keep a record of changes made to an employee's contract. For example, if an employee secures a new job in the company or changes their working hours, you can record when this change happened and the reason for it.

1. In the employee's My Details > Contract, select Create History.

   This copies data from the existing fields.

2. In Expired, enter the date the current information in the required field is due to expire.

3. In Reason, enter the reason for the update.

   For example, you could add change in working hours.

   

4. Select Save.

   Scroll to the bottom of the Contract tab to see a copy of the History or select it to view more information.

   

5. After this, update the information in the field due to expire.

   So if you were updating an employee's working hours, you would need to update the Work Pattern dropdown.

6. Select Save to update the employee's record.