Contract Definitions Page
Add, update, and delete contract definitions. You can also add attachments to a definition and generate the Contract Definitions list report from this page.
Menu path
From the Human Resources menu, select Periodic Routines. From the Contracts menu, select Contract Center.
Prerequisites
Contract Types reference table
Before you can add contract definitions, you must create Contract Types.
Activity Tracker: Situation Types reference table
If you want to use Activity Tracker in a contract definition, each Situation Type you want to use must have a seven-character Contract Short Name entered, otherwise it will not appear in the Lookup and cannot be used in the contract definition.
Contract template
It is recommended to create a contract template document to identify the information that you want to dynamically pull into the contract for each employee. This will help you to select the tables and columns from which to retrieve the information. A PDF attachment is required to make a contract definition active.
Add a contract definition
On the Contract Definitions page, click Add New.
In the Contract Definition Information section, complete the fields as needed. For details, refer to Fields and descriptions.
Select the table.
In the Column field, use Lookup to select the appropriate Column title. The list is determined by the selected table. Click Accept.
In the Contract Field, enter the field name to be used in the template. The Contract Field must start with <, be alphanumeric and contain no spaces, and end with >, or be a pre-defined field name. For example, <firstname>. Pre-defined field names will automatically fill in the Contract Field after the Column is selected. Activity Tracker field names will populate in the required format.
Continue to enter Tables, Columns and Contract Fields as needed for the contract template.
Click Accept.
Update a contract definition
On the Contract Definitions page, in the Search Criteria section, enter criteria identifying the records to list, and then click Search.
In the List section, select the desired contract, and then click Accept.
In the Contract Definition Information section, update the fields as needed. For details, refer to Fields and Descriptions.
Click Accept.
Delete a contract definition
Before you delete a contract definition, verify that the definition is not linked to any employees.
On the Contract Definitions page, in the Search Criteria section, enter criteria identifying the records to list, and then click Search.
In the List section, select the desired contract, and then click Delete.
In the Confirmation dialog, click Yes to delete the record.
Generate a contract definition report
On the Contract Definitions page, in the Search Criteria section, enter criteria identifying the records to list, and then click Search.
Click Print.
In the Print window, specify how to generate the report, and then click OK. The report's default file name is contdef.rpt.
Add attachments to a contract definition
On the Contract Definitions page, in the Search Criteria section, enter criteria identifying the records to list, and then click Search.
Select the desired contract definition and then click View Attachments.
In the Add Attachment section, select the Attachment Group Contract Template.
In the File Name field, click Choose File to select a file from your computer. Confirm that the template is formatted as a PDF.
Click Accept to add the attachment.
Attachments are required for a contract to be Active. They are also required to perform Create Employee Details procedures.
Fields and descriptions
Contract Definition Information
Field | Description |
|---|---|
Contract Type | Determines the contract type to apply to the contract. The field's drop-down selections are defined in the Contract Type Table. |
Description | Description of associated contract type. Character/30 |
School Year | School year assigned to the contract type. YYYY-YYYY format. |
Contract Status | Determines the contract status. Select:
|
Future Year Contract | Select to identify the contract definition as a future year contract. If selected, available tables are updated. |
Primary Only | Select if this contract will use the primary pay rate. If blank, all active pay rates can be used. |
School Year Start | Date that the school year begins. MM/DD/YYYY format. |
School Year End | Date that the school year ends. MM/DD/YYYY format. |
Contract Start | Date that the selected contract begins. MM/DD/YYYY format. |
Contract End | Date that the selected contract ends. MM/DD/YYYY format. |
Show By | Date that the contract is available to be viewed by the employee. MM/DD/YYYY format. |
Sign By | Date the contract must be signed. MM/DD/YYYY format. |
Table
Select the table from which to insert information into a contract placeholder field. The table defines the Column selections. Options are slightly different if you select Future Year Contract in Contract Definition Information.
Activity Tracker
Employee
Employee Contract Detail
Employee Contract Type
Employee Pay Rate Information (current year) or Budget Pay Rates (Future Year Contract)
Employee Personnel Information
Employee Page 30001 (current year) or Employee Page 30002 (Future Year Contract)
Miscellaneous Contract Field (used for Position Control)
Payroll
Column
After you select a table, the next step is to select the column from which information will be retrieved to enter on the contract definition. The columns available depend on the table selected. Use Lookup to display the Lookup Friendly Name page to select a column from the drop-down list, and then click Accept.
Activity Tracker columns
The list of available items in the Activity Tracker column lookup is defined by items in the Situation Types table that contain a Contract Short Name. Use the lookup to select the Situation Type and Column Name. The correctly formatted placeholder is populated in the Contract Field.
Employee columns
Address Line 1 | First Name | Previous Last Name |
Address Line 2 | Hire Date | Send E-Mail Voucher |
Base Location | Information Release Flag | State |
Birth Date | Last Name | Suffix |
City | Middle Name | Supervisor Login |
Department | Original Hire Date | User Login |
Email Address | Personal Email Address | Zip Code |
Employee Number | Preferred Name |
Employee Contract Detail columns
Contract Description | Date Contract Was Signed | School Year End Date |
Contract End Date | Date To Show Contract | School Year Start Date |
Contract Start Date | Date/Timestamp Of Signature | Signature |
Contract Type Identifier | Employee Number | |
Date Contract Must Be Signed By | School Year |
Employee Contract Type columns
Board Date | Contract Type | Employee Number |
Employee Pay Rate Information columns (current year)
Annual Salary | Full Time Equivalent | Pay Out Date |
Calendar | Hours Day | Pay Out Days |
Contract Balance | Include Dock Rate | Pay Out Rate |
Contract Days | Job Class | Pay Outs Remaining |
Contract End Date | Number of Pays | Pay Start Date |
Contract flag | Occupied flag | Primary/Secondary Rate |
Contract Limit | Override flag | Range |
Contract Paid | Pay Code | Rate |
Contract Start Date | Pay Cycle | Rate Number |
Days Worked | Pay End Date | Schedule Step |
Dock Arrears Amount | Pay Group | Status flag |
Dock Pays Remaining | Pay Hours | Summer Pay |
Dock Rate | Pay Method | |
Employee Number | Pay Out Amount |
Budget Pay Rates columns (future year)
Budget Year Increase A Amount | Current Year Increase A Percent | Pay Code |
Budget Year Increase A Apply Date | Current Year Increase B Apply Date | Pay Group |
Budget Year Increase A Percent | Current Year Increase B Percent | Pay Hours per Day |
Budget Year Increase B Amount | Days Worked | Pay Method |
Budget Year Increase B Apply Date | Employee Number | Position |
Budget Year Increase B Percent | First Name | Primary flag |
Budgeted Base Salary | Freeze flag | Rate Number |
Budgeted Docking Rate | Full Time Equivalent | Salary Schedule Range |
Budgeted Payroll Rate | Hours per Day for Rate | Salary Schedule Step |
Calendar Type | Increase Base | Special Pay 1 Amount |
Contract Days | Job Class | Special Pay 1 Code |
Contract End Date | Last Name | Special Pay 2 Amount |
Contract Position flag | Mid Budget Year Increase A | Special Pay 2 Code |
Contract Start Date | Mid Budget Year Increase B | Special Pay 3 Amount |
Current Rate Amount | Number of Pays | Special Pay 3 Code |
Current Salary | Occupied flag | Special Pay Base Amount |
Current Year Increase A Apply Date | Override | Summer Pay flag |
Employee Personnel Information columns
1st Extra Curricular Preference Code | Emergency Contact | Personnel Employee Type Code |
1st Personnel Job Skill Code | Emergency Contact Phone | Personnel Status Code |
2nd Extra Curricular Preference Code | Employee Location Code | Personnel Termination Code |
2nd Personnel Job Skill Code | Employee Number | Personnel Workers Compensation Code |
3rd Extra Curricular Preference Code | Ethnicity | Physician Name |
3rd Personnel Job Skill Code | First Prior Job Class | Physician Phone |
4th Extra Curricular Preference Code | Gender Identity | Second Prior Job Class |
4th Personnel Job Skill Code | Handicap flag | Seniority Date |
5th Extra Curricular Preference Code | Home Phone | Sex at Birth |
5th Personnel Job Skill Code | Include in Summer Pay | Start Date of 1st Prior Class |
6th Extra Curricular Preference Code | Last Date To Pay | Start Date of 2nd Prior Class |
Current Job Class Start Date | Last Day Worked | State Staff ID |
Date 2nd Last Salary Increase | Last TB Test Date | Status Date |
Date 3rd Last Salary Increase | Listed flag | Tenure Date |
Date of Last Salary Increase | Part Time Code | Work Phone |
EEO Category | Percent 2nd Last Salary Increase | Years in District |
EEO Function | Percent 3rd Last Salary Increase | Years in State |
EEO Race Code | Percent of Last Salary Increase | Years in Total |
EEO Reported | Personnel Bargaining Unit |
Employee Page 30001 (current) and 30002 (future) columns
These are custom tables used for any information your organization wants to include in a contract. These are set up in the System Administration Human Resources profile.
Miscellaneous Contract Fields
Position Code
Position Description
Position FTE
Position Location
Payroll columns
10th Leave Balance | Federal Tax Withholding-Fiscal | Medicare Employer Gross - Year |
10th Leave Code | Federal Tax Withholding-Month | Medicare Employer Paid - Current |
10th Leave Earned | Federal Tax Withholding-Quarter | Medicare Employer Paid - Fiscal |
10th Leave Taken | Federal Tax Withholding-Year | Medicare Employer Paid - Month |
1st Leave Balance | Federal Taxable Earnings-Current | Medicare Employer Paid - Quarter |
1st Leave Code | Federal Taxable Earnings-Fiscal | Medicare Employer Paid - Year |
1st Leave Earned | Federal Taxable Earnings-Month | Medicare Tax Withhold - Current |
1st Leave Taken | Federal Taxable Earnings-Quarter | Medicare Tax Withhold - Fiscal |
1st Special Pay Amount | Federal Taxable Earnings-Year | Medicare Tax Withhold - Month |
1st Special Pay Code | FICA Employer Gross - Current | Medicare Tax Withhold - Quarter |
2nd Leave Balance | FICA Employer Gross - Fiscal | Medicare Tax Withhold - Year |
2nd Leave Code | FICA Employer Gross - Month | Medicare Taxable Earnings - Current |
2nd Leave Earned | FICA Employer Gross - Quarter | Medicare Taxable Earnings - Fiscal |
2nd Leave Taken | FICA Employer Gross - Year | Medicare Taxable Earnings - Month |
2nd Special Pay Amount | FICA Employer Paid - Current | Medicare Taxable Earnings - Quarter |
2nd Special Pay Code | FICA Employer Paid - Fiscal | Medicare Taxable Earnings - Year |
3rd Leave Balance | FICA Employer Paid - Month | Non-Cash Earnings - Current |
3rd Leave Code | FICA Employer Paid - Quarter | Non-Cash Earnings - Fiscal |
3rd Leave Earned | FICA Employer Paid - Year | Non-Cash Earnings - Month |
3rd Leave Taken | FICA Tax Exempt | Non-Cash Earnings - Quarter |
3rd Special Pay Amount | FICA Tax Withholding-Current | Non-Cash Earnings - Year |
3rd Special Pay Code | FICA Tax Withholding-Fiscal | Non-Resident Alien |
4th Leave Balance | FICA Tax Withholding-Month | Number of Pay Periods/Year |
4th Leave Code | FICA Tax Withholding-Quarter | Pay Frequency |
4th Leave Earned | FICA Tax Withholding-Year | Previous Local Residence |
4th Leave Taken | FICA Taxable Earnings-Current | Previous State Residence |
5th Leave Balance | FICA Taxable Earnings-Fiscal | Prior Local Tax Earnings-Year |
5th Leave Code | FICA Taxable Earnings-Month | Prior Local Tax Withhold-Year |
5th Leave Earned | FICA Taxable Earnings-Quarter | Prior State Tax Earnings-Fiscal |
5th Leave Taken | FICA Taxable Earnings-Year | Prior State Tax Earnings-Year |
6th Leave Balance | FLSA Amount | Prior State Tax Withholding-Current |
6th Leave Code | FLSA Cycle Hours | Prior State Tax Withholding-Fiscal |
6th Leave Earned | FLSA Cycle/Year | Prior State Tax Withholding-Month |
6th Leave Taken | FLSA Hours | Prior State Tax Withholding-Year |
7th Leave Balance | Gross Allowance Earnings-Current | Prior State Taxable Earnings-Current |
7th Leave Code | Gross Allowance Earnings-Fiscal | Prior State Taxable Earnings-Month |
7th Leave Earned | Gross Allowance Earnings-Month | State Extra Withholding |
7th Leave Taken | Gross Allowance Earnings-Quarter | State Tax Dependents |
8th Leave Balance | Gross Allowance Earnings-Year | State Tax Exempt |
8th Leave Code | Last Paid | State Tax Marital Status |
8th Leave Earned | Leave Anniversary Date | State Tax Withholding-Current |
8th Leave Taken | Local Extra Withholding | State Tax Withholding-Fiscal |
9th Leave Balance | Local Tax Dependents | State Tax Withholding-Month |
9th Leave Code | Local Tax Exempt | State Tax Withholding-Quarter |
9th Leave Earned | Local Tax Marital Status | State Tax Withholding-Year |
9th Leave Taken | Local Tax Withholding-Current | State Taxable Earnings-Current |
Annual Deductions | Local Tax Withholding-Fiscal | State Taxable Earnings-Fiscal |
Annual Other Income | Local Tax Withholding-Month | State Taxable Earnings-Month |
Annual Tax Credit | Local Tax Withholding-Quarter | State Taxable Earnings-Quarter |
Check Location | Local Tax Withholding-Year | State Taxable Earnings-Year |
Current Local Residence | Local Taxable Earnings-Current | Tax Calculation |
Current State Residence | Local Taxable Earnings-Fiscal | Time Card Required |
Earned Income Credit | Local Taxable Earnings-Month | Total Earnings-Current |
Employee Number | Local Taxable Earnings-Quarter | Total Earnings-Fiscal |
Federal Extra Withholding | Local Taxable Earnings-Year | Total Earnings-Month |
Federal Marital Status | Medicare Employer Gross - Current | Total Earnings-Quarter |
Federal Tax Dependents | Medicare Employer Gross - Fiscal | Total Earnings-Year |
Federal Tax Exempt Flag | Medicare Employer Gross - Month | W-4 Submission Date |
Federal Tax Withholding-Current | Medicare Employer Gross - Quarter |
Contract Field
Field to be used in the template. Entries must start with <, be alphanumeric-no spaces, and end with > or be a pre-defined field name. Refer to Position Control Notes and Future Year Contract Notes for special features related to position control and future year contracts.
The limit is 16 characters.
The Activity Tracker Contract Field must contain a very specific format consisting of an open bracket, the seven-character Contract Short Name from the Situation Type table, five placeholders using the letter x, the two digit user-defined field number from the Situation Type table, and a close bracket, all concatenated with no spaces: <ABCDEFGxxxxx##>. This format populates automatically if you use the lookup to select the Situation Type and Column Name.
Position Control Notes:
There can be multiple positions for a single job class, so the software provides a way to differentiate these positions within a job class for an employee. To differentiate positions, include a reference index on the job class in the Contract field where TABLE = 'Miscellaneous Contract Field' and COLUMN = 'Position FTE' and 'Position Description'. This can be done for Primary Only contracts and Multiple Job Class contracts.
For Primary Only contracts, refer to the following example. In this example, an employee has 2 different positions as marked by the indexes 99 and 8. The reference index marks each position as unique within the same job class. An index cannot be re-used in the same job class.
Table | Column | Contract Field |
|---|---|---|
Miscellaneous Contract Field | Position FTE | <PosFTE99> |
Miscellaneous Contract Field | Position Description | <PosDesc99> |
Miscellaneous Contract Field | Position FTE | <PosFTE8> |
Miscellaneous Contract Field | Position Description | <PosDesc8> |
For Multiple Job Class contracts, refer to the following example. In this example, an employee has 2 different job classes (1001 and 9999) and 2 different positions within each job class as marked by the indexes 1 and 20. Reference indexes can be re-used across different job classes.
Table | Column | Contract Field |
|---|---|---|
Miscellaneous Contract Field | Position FTE | <1001PosFTE1> |
Miscellaneous Contract Field | Position Description | <1001PosDesc1> |
Miscellaneous Contract Field | Position FTE | <1001PosFTE20> |
Miscellaneous Contract Field | Position Description | <1001PosDesc20> |
Miscellaneous Contract Field | Position FTE | <9999PosFTE1> |
Miscellaneous Contract Field | Position Description | <9999PosDesc1> |
Miscellaneous Contract Field | Position FTE | <9999PosFTE20> |
Miscellaneous Contract Field | Position Description | <9999PosDesc20> |
Future Year Contract Notes:
If the Primary Only field is cleared and Future Year Contract field is selected, the Contract Field MUST include the Job Class as the first 4 characters of the tag when selecting personnel budgeting current salary information. For example, if the future year contract is for a position with the Job Class code 100A, the tag should be entered as <100Acurrsal>.