New Contracts

The New Contracts program is designed to calculate and update new contract information for employees. Features of the program include:

• The ability to build new contracts from existing contracts

• Multiple mid-year contract changes with or without retroactive amounts

• Support of non-contracted jobs

• Storage of historical contract information

• Activate of pay account data

• Activate data by pay group, contract start date, contract type (user defined), appointment type, and calendar type

• Multiple report sort options

• Auditing feature

• Mass delete option

• Build new contracts from an outside spreadsheet

New Contract Maintenance

This option is used to Copy, Delete and Activate new contract data.  **Note - You can delete or activate one or more contracts at a time**

Copy

Find the employee you wish to create the new contract for by entering a couple of characters of the first or last name in the box and then clicking on that employee's name.

Find the compensation you will be adding the new contact for by clicking the down option in the Compensation box

Choose the Contract Type from the drop down option in the Contract Type box 

The following four Contract Type options are available:

• Mid-contract with no retro
• Mid-contract with retro spread over remaining pays
• Mid-contract with lump sum Retro
• New contract

Field Definition

The new contract Type field offers the following options:

• Mid-Contract with no retro
• Mid-Contract with retro spread over remaining pays
• Mid-Contract with lump sum retro
• New Contract

Compensation

A compensation is linked to a job calendar through the Job Calendar type field. The calendar type is defined in the CORE/Job Calendars program. 

The Raise Date field is used only for Mid-Year contract changes with retro (spread or lump sum). Enter the date the raise should have taken affect and the number of days is calculated for you. Leave this field blank for a New Contract type.

The Type field is non-modifiable once selected from the Create selection:

• • Contract 
  • Non Contract

The Description is the title of the Position.

The Label field is used if a position has more than one compensation, a Label can be used to differentiate between them.

The Compensation Start Date is the start date of the current contract.  This date is a required field and is usually the first day for which the job is paid.  The contract work days are figured by using the Compensation Start and Stop dates and the Job Calendar selected.

The Compensation Stop Date is the stop date of the current contract.  This date is a required field.  The contract work days are figured by using the Compensation Start and Stop dates and the Job Calendar selected. 

The frequency by which the job is to be paid is referred to as the Pay Plan.  This is a required field. There are 3 possible pay plans:

• Biweekly
• Semi-monthly
• Monthly

Option for the Pay Unit field are:

• Hourly
• Daily

The Unit Amount  (Automatically Calculated) field is the daily or hourly rate of the contract.  This field will be calculated based on the Contract values:

• The daily rate is calculated as follows:
  • CONTRACT AMOUNT / NUMBER OF DAYS IN CONTRACT = DAILY RATE
    • The hourly rate is calculated as follows:
  • CONTRACT AMOUNT / (NUMBER OF DAYS IN CONTRACT * HOURS PER DAY) = HOURLY RATE
    • In cases where there is not contract (i.e. substitutes), the amount can be manually entered.

The Override Unit Amount calculation? field is used if wanting to override the unit amount calculation.  Check the box to override.

The Retirement Hours field contains the hours the employee is to receive per day for SERS retirement purposes. The retire hours is used to automatically calculate an employees Regular pay type hours during the Payroll Processing and Payroll Payment Future and Current. This field is NOT a required field. If there is no value in the "Retire hours" field, Payroll Processing and Payroll Payments will use the value in Hours per day. If there is no value in either field, Payroll Processing and Payroll Payments will use 0.00 as the retirement hours value.

The STRS Advance field indicates whether the job is in the advanced mode.

The Supplemental Tax Option field is used to identify the taxing option to be used when paying a supplemental job.

• Three options are available:
  • None - Payment taxed as part of regular wages (uses regular tax rates)
  • Apply Annuities to Regular - all amounts paid on this job will be taxed at the federal withholding rate for supplemental payments. When choosing this option, all annuity amounts for the employee are applied to the regular wages. No annuity amounts are applied to the wages that will be taxed at the federal supplemental withholding rate.
  • Apply Annuities to Supplemental -  all amounts paid on this job will be taxed at the federal withholding rate for supplemental payments. When choosing this option, all annuity amounts for the employee are applied to the wages being taxed at the supplemental withholding rate. No annuity amounts are applied to the regular wages.
• The taxing option selected will appear in Payroll payments, Current and Future and can be modified if necessary.  If neither of these options apply to this job, the field should be left blank.

**For instance** if you choose "Apply Annuities to Supplemental" it will apply the applicable annuities to the supplemental wages first (assuming the employee also has regular wages on the same payroll). If there are then annuities "left over" after applying them to the supplemental wage amount, the remaining amounts will be applied to the regular wages. The opposite is true when the option to apply the annuities to regular wages is selected. 

The Contract Days Worked field is the number of days the employee has worked on this job. Leave this field blank for a New Contract type.

The Contract Work days are the number of days the employee is contracted to work this job. This is a non-modifiable field. Days calculated using Job Calendar and Compensation Start and Stop Dates.

Hours In Day field contains the number of hours the employee is regularly scheduled to work during a day. This field is used in calculating hourly rates and charging out absences through the program Leave Projection.

Compensation Amounts

The Accrued Wages is the amount the employee has earned on this contract, but has not yet been paid. This field stores the accrued wages. It is important that this field is correct for mid-year contract changes and using the POF (pay off of accrued) in Payroll Payments. Only those employees who are on stretch pay will have amounts in the Accrued Wages field. This field is non-modifiable. 

The Amount Earned is the contract amount earned by the employee. The calculation is as follows:

• AMOUNT PAID + ACCRUED WAGES + AMOUNT DOCKED = AMOUNT EARNED 

This amount is updated with each payroll that the job is processed.

The Amount Paid which has been paid to the employee through the payroll system. It does not include accrued wages.

The Amount Docked field contains a running total of wages which are docked on the job.

Contract

The Pay Per Period (Automatically Calculated) field is used for equal pay employees. It contains the pay amount the employee should receive on this job for each payroll. The pay per period is calculated as follows:

 CONTRACT OBLIGATION - AMOUNT PAID - AMOUNT DOCKED / NUMBER OF PAYS REMAINING IN CONTRACT = PAY PER PERIOD

The Override Pay Per Period calculation? option is used if wanting to override the Pay Per Period calculation.  Check the box to override. 

The Contract Amount indicates where the compensation is placed on the salary schedule. This amount is for informational purposes. Amount and Obligation will differ when a change in the obligation is made for the current contract through New Contract. In that case, the contract amount will be the full contract amount.

The Contract Obligation is the amount the board is obligated to pay the employee for the current contract.

The Contract Type field is a user defined field.

The Pays In Contract refers to the number of pays the job is contracted for.

Pays Paid is the number of pays that have been paid on the contract. This field is updated after each payroll in which the job is included. This field is non-modifiable. 

The Retro Next Pay field can be used in two ways. One, if a retro situation is created in New Contract, the retro amount can be placed in this field by the New Contract program. Two, a retro amount can be manually entered. In either case the system will process the retro amount during the next payroll in which the job is included.

The Stretch Pay option indicates whether payments should be stretched over the number of pays or not.  Check if payments are to be stretched over the number of pays in the contract.

Historical Context

Calendar Start Date is the day on which the system will start counting information from the calendar. This day is automatically entered as the period beginning date of the first payroll in which the job is processed.

Calendar Stop Date is the ending date that the system should use when calculating ODJFS weeks, EMIS days, and service credit. Once the Compensation is Saved, the Calendar Stop Date will be entered automatically.  Leave blank until employee is no longer working at district.

Salary Schedule

Salary Schedule Column refers to which column the employee is in on the salary schedule.

Salary Schedule ID is the schedule type for the salary schedule the employee is associated with. This schedule type is set-up in the SALARY program. The ID can be between 1 and 6 characters in length.

Salary Schedule Step is the salary schedule step that the employee is on.

State Reporting

Check if Reportable to EMIS

Local Contract Code (non-modifiable) EMIS Contracted Service (CC). Used for EMIS reporting. Automatically will populate when the Data collection is done.

Payroll Accounts

Select the Expenditure Account by clicking on the  or by entering in a portion of the account to narrow your search for Example: 001:

The Rate Type refers to the method by which this account is to be charged:

• Percent - indicates a percentage of gross to be charged to this account.
• Fixed - indicates a fixed dollar amount to be charged to the account:
  • Restrictions on the use of the Fixed Option are as follows:

1. • • The purpose of the Fixed Option is to accommodate special funding where a set amount is to be charged to a particular account for a job.
     • Pay accounts for each job must total 100 percent. Therefore if a fixed rate is used, there must be at least one percentage rate record on file for the job totaling 100 percent. Failure to have a percentage rate record or records totaling 100 percent will result in the job not being included in the payroll. Users will receive a warning message in this case.
     • Active fixed rate accounts for a job will be charged first. Once the fixed amount is charged, the active percentage rate account or accounts are then charged based on the percentages assigned.
     • Benefits (sick, vacation, jury duty etc.) will not be charged to a fixed amount account.

The Status allows the user to set the status of the account.  Options are:

• A - Active
• I - Inactive
• S - Specific Miscellaneous
• M - Maximum amount in effect. (Used with fixed rate option only.)

Note: To determine whether an account is active or not the system will check both the Account Status field AND the Pay Start and Stop Dates. A pay account with an inactive status but with an active start date will NOT be charged.  A Pay Account with an active status with Start and Stop dates but the pay is outside these dates will NOT be charged.

Leave Projection determines whether or not an account can be used by Leave Projection to charge out the leave entered in CORE/ATTENDANCE:

• Check if account should be used for Leave Projection?
• Leave blank if account should not be used for Leave Projection?
  

The Employer Distribution determines whether this is a Board Pay Account:

• Check if account should be used for Board Distribution?
• Leave blank if account should not be used for Board Distribution?

The Charge Amount or Percent is the percentage or fixed amount that is to be charged to this account. Whether a percentage or fixed amount is entered is dependent on what is entered in the Percent or fixed field.

The Maximum to charge field contains a maximum dollar amount to be charged to a specific pay account. 

• The maximum amount is set up as a declining balance method. This method reduces the maximum to charge field each payroll by the amount set up in the Amount to Charge field until the maximum amount is totally depleted. The system then begins to use the percentage rate accounts. This field operates only when using the fixed rate option and when the Account Status is set to `M' - Maximum amount in effect. When the status is set to 'M' and the maximum to withhold equals zero, the account is inactive.

The Sort Order 

Delete 

This option deletes the new contract information from the New Contract maintenance file. If no specific selection options are entered, all new contracts will be deleted. A count of the number of contracts deleted will appear on the screen after the program runs to completion:

Or

Click on the  next to the employee you are wanting to delete:

Activate 

This option activates the new contract information into the Compensation and Payroll Account records, then deletes it from the New Contract maintenance file:

or

Click on the  to activate this employee:

The Old and New Contracts will show under the employees Compensation:

Example of Contract Compensation after New Contract Activate

Mass Copy Compensations

This option is used to mass build new contracts into New Contract based upon pay groups and job status.

The new contract records will be created using the existing Compensation information. The following fields will be cleared or set to zero when the new contract record is built:

• Unit Amount
• Amount Paid
• Amount Docked
• Amount Earned
• Accrued Wages
• Contract Days Worked
• Contract Work Days
• Retro Next Pay

The total number of compensations added will be displayed in the processing window and a list of the employees selected upon program completion.

The Job Status field indicates whether the compensation is:

• Active
• Inactive
• Active and Inactive

Select Pay Groups options using the  to select Available Pay Groups to Selected Pay Groups.

Enter in the Contract Start date and Contract Stop Date. The Contract Start Date is usually the first day for which the job is paid. These are a required fields used in the contract amount calculations. The New hire date used for Ohio Department of Human Services new hire reporting will be set to the contract start date.

Click on  to build the new contracts for the employees.

The New Contracts will then show in the New Contract Maintenance option:

Click on  to activate all contract information into the Compensation records, then deletes it from New Contract maintenance file.

Import New Contracts

In order for the Import option to properly build new contract records, the data columns must contain a heading in Row One. The heading allows the Import program to determine what the data in that column represents. These headings must match what is defined below in order for the Import program to recognize and load the data.

There are four required fields: employeeId, jobNo, contractType and compensationLabel- Label is only required if the employee has more then one Compensation for a Position.  The remainder of the data is optional and will be dependent upon the contract type being imported. For example, if importing a mid-year contract change with retro-spread, the days since raise should also be included in the import file. Information not specified in the fields for the spreadsheet will be pulled in from the existing Compensation.

Redesign to Classic Fields and Descriptions

Import Fields and Values

The following is a list of valid import field and valid values:

• employeeId

• jobNo
  
  
• contractType
  
  • 1-Mid-year change with no Retro
  • 2-Mid-year change with Retro spread over pays
  • 3-Mid-year change with lump sum retro
  • 4-New Contract from existing Compensation
    
    
• compaensationLabel
  • Label is only required if the employee has more then one Compensation for a Position.
    
• firstName
  
  
• lastName
  
  
• newCompensationLabel
  
  
• calendarType
  
  
• raiseDate
  
  
• compensationDescription
  
  
• newCompensationLabel
  
  
• contractStartDate
  • If importing a New Contract (Contract-Type=4)  a Contract Start Date is needed to determine from the job calendar the work days associated with this position.
    
    
• contractStopDate
  • If importing a New Contract (Contract-Type=4)   a Contract Stop Date is needed to determine from the job calendar the work days associated with this position.
• payUnit
  • Hourly, H, or 1
  • Daily, D, or 2
    
    
• unitAmount 
  
  • Will be calculated for contracted jobs if Compensation start and Compensation Stop dates are populated
    
    
• unitAmountManualCalculationMode
  
  
• retireHours
  
  
• payPerPeriod
  
  
• payPerPeriodManualCaluationMode
  

• contractAmount
  
  • Required for stretch paid jobs

• contractObligation
  • Calculated for contracted jobs
    
    
• userContractType
  
  
• paysInContract
  
  
• retroNextPay (calculated field)
  
  
• equalPays
  • True = Stretch paid
  • False = Not stretch paid
    
    
• salaryScheduleColumn
  
  
• salaryscheduleId
  
  
• salarySchdeduleStep
  
  
• calendarStartDate
  
  
• calendarStopDate
  
  
• hoursInDay
  • Required for contracted hourly jobs

Example of an Import.csv:

Import New Contracts option

Click on  to search for New Contract Import File

Enter a default contract start date in the Contract Start Date field. This date will be used if a contract start date is not provided in the import file.  This field can be left blank to pull in all New contracts. 

Click on  to Import the file into New Contract Maintenance option.

Example of New Contract under New Contract Maintenance option:

Mid Year Contract Change

The "new compensation" only represents the contract from the contract change forward (for mid-year contract changes) - so the days in contract will be reduced by the days worked in the old contract. 

The contract obligation will reflect "what is yet to be paid", not including what was paid on the old compensation.

The pays paid will be zero and pays in contract will be how many pays are left to be paid. 

The compensation Start and Stop dates must be specified - this is used to calculate the number of days in the contract. The start date will be the "transition date" between old and new compensations, not the original start date of the contract. 

The Raise Date must be specified - this in conjunction with start date tells us how many days were paid at the "wrong/old" rate for calculations. 

The contract amount needs to be entered. This is the full "new" amount of the contract - contract obligation and retro will be calculated by the system.  

Report Creation

To create a report from the Grid, please click on the Report documentation link to find the How to Steps: Report