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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

  1. On the Contract Definitions page, click Add New.

  2. In the Contract Definition Information section, complete the fields as needed. For details, refer to Fields and descriptions.

  3. Select the table.

  4. In the Column field, use Lookup to select the appropriate Column title. The list is determined by the selected table. Click Accept.

  5. 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.

  6. Continue to enter Tables, Columns and Contract Fields as needed for the contract template.

  7. Click Accept.

Update a contract definition

  1. On the Contract Definitions page, in the Search Criteria section, enter criteria identifying the records to list, and then click Search.

  2. In the List section, select the desired contract, and then click Accept.

  3. In the Contract Definition Information section, update the fields as needed. For details, refer to Fields and Descriptions.

  4. Click Accept.

Delete a contract definition

Before you delete a contract definition, verify that the definition is not linked to any employees.

  1. On the Contract Definitions page, in the Search Criteria section, enter criteria identifying the records to list, and then click Search.

  2. In the List section, select the desired contract, and then click Delete.

  3. In the Confirmation dialog, click Yes to delete the record.

Generate a contract definition report

  1. On the Contract Definitions page, in the Search Criteria section, enter criteria identifying the records to list, and then click Search.

  2. Click Print.

  3. 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

  1. On the Contract Definitions page, in the Search Criteria section, enter criteria identifying the records to list, and then click Search.

  2. Select the desired contract definition and then click View Attachments.

  3. In the Add Attachment section, select the Attachment Group Contract Template.

  4. In the File Name field, click Choose File to select a file from your computer. Confirm that the template is formatted as a PDF.

  5. 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:

  • I - In Progress: Default status when you add a contract definition.

  • X - Canceled

  • A - Active: A contract template attachment is required to make a contract definition Active.

  • H - Held

  • C - Completed

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>.

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