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Please contact your ITC for complete instructions before using this Checklist

After completing the Mid Year Contract changes, in order for EMIS collection to be correct, a few steps need to be taken

  1. Archive or uncheck 'Report to EMIS' on old Compensation.  Mass Change or Mass Load can be used to update to 'False'
  2. Using the Position 'EMIS Related Information', enter the correct NEW Contract Amount and Work Days.  If Hours in Day changed, this may need to be updated also.
  3. Mass Load can be used to add the 'EMIS Related Information' on the employee's Position
    1. employee.number

      number

      customFields.contractAmount.value

      customFields.contractWorkDays.value

      customFields.hoursInTheDay.value


Mid-Year Contract change using New Contract Maintenance

Mid-Contract No Retro-New Contract Maintenance

1._____Go to Processing/New Contracts/New Contract Maintenance and click on Copy


2._____For a single contract- find the employee by typing a few characters of the first or last name or id. Find the Compensation using the drop down   and choose the Contract Type from the drop down   and click 

3._____ Enter a new Compensation Start Date-The compensation Start and Stop dates must be specified this is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last period ending date between old and new compensations not the original start date of the contract.  Example- the last pay processing range was from 12/1/19 - 12/15/19. The New Compensation Start Date on the Mid Year contract would be 12/16/19.  The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.


4._____Add the mid year contract change amount in the Contract Amount field.- This is the full "new" amount of the contract (contract obligation will be calculated by the system.)


*NOTE* The pays paid for the mid year contract change will be zero and pays in contract will be how many pays are left to be paid. 


5._____Click   to see the calculation of the Mid-Contract Change and then click 


6._____Go to Reports click on New Contract Report. Verify mid year contract data is accurate, or a Report can be created from the grid in New Contract. Select the fields desired from the button. The grid can be filtered for specific contracts specifying the pay group code if desired. Then click on the button.


7._____To activate one record click the   next to the contract and then click 


8._____To mass activate several contracts.  Filter the contracts using the grid bringing up only contracts you wish to activate.  Click the   under the word Copy. All contracts should then be checked. Click 


*NOTE* When the new contract is activated it will automatically enter a Compensation Stop Date on the old compensation record.

Mid-Contract With Retro Spread Over Remaining Pays-New Contract Maintenance

1._____Go to Processing/New Contracts/New Contract Maintenance and click on Copy


2._____Find the Employee by typing a few characters of the first or last name or id. Find the Compensation using the drop down   and choose the Contract Type from the drop down   and click 

3._____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. This date reflects when the employee should have actually started receiving the mid year contract pay.


4._____Enter a new Compensation Start Date-The compensation Start and Stop dates must be specified this is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last period ending date between old and new compensations not the original start date of the contract.  Example-the last pay processing range was from 12/1/19 - 12/15/19. The New Compensation Start Date on the Mid Year contract would be 12/16/19.  The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.


5._____Add the mid year contract change amount in the Contract Amount field.- This is the full "new" amount of the contract (contract obligation with retro spread will be calculated by the system.)


*NOTE* The pays paid for the mid year contract change will be zero and pays in contract will be how many pays are left to be paid. 


6._____Click   to see the calculation of the Mid-Contract Change and then click 


7._____Go to Reports click on New Contract Report. Verify mid year contract data is accurate or a Report can be created from the grid in New Contract. Select the fields desired from the button. The grid can be filtered for specific contracts specifying the pay group code if desired. Then click on the button.


8._____To activate one record click the   next to the contract and then click 


9._____To mass activate several contracts.  Filter the contracts using the grid bringing up only contracts you wish to activate.  Click the   under the word Copy.  All contracts should then be checked. Click 


*NOTE* The contract obligation field will reflect "what is yet to be paid", not including what was paid on the old compensation. The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.
The "new compensation" record 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 on the old contract.


*NOTE* When the new contract is activated it will automatically enter a Compensation Stop Date on the old compensation record.

Mid-Contract With Lump Sum Retro-New Contract Maintenance

1._____Go to Processing/New Contracts/New Contract Maintenance and click on Copy.


2._____Find the Employee by typing a few characters of the first or last name or id. Find the Compensation using the drop down   and choose the Contract Type from the drop down   and click 

3._____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. This date is when the employee should have actually started receiving the mid year contract pay.


4._____Enter a new Compensation Start Date-The compensation Start and Stop dates must be specified this is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last period ending date between old and new compensations not the original start date of the contract.  Example-the last pay processing range was from 12/1/19 – 12/15/19. The New Compensation Start Date on the Mid Year contract would be 12/16/19.  The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.


5._____Add the mid year contract change amount in the Contract Amount field.- This is the full "new" amount of the contract (contract obligation and retro amount will be calculated by the system.)


*NOTE* The pays paid for the mid year contract change will be zero and pays in contract will be how many pays are left to be paid. 


6._____Click   to see the calculation of the Mid-Contract Change and then click 


7._____ Go to Reports click on New Contract Report. Verify mid year contract data is accurate or a Report can be created from the grid in New  Contract. Select the fields desired from the button. The grid can be filtered for specific contracts specifying the pay group code if desired. Then click on the button.


8._____To activate one record click the   next to the contract and then click 


9._____To mass activate several contracts.  Filter the contracts using the grid bringing up only contracts you wish to activate.  Click the   under the word Copy. All contracts should then be checked. Click 


*NOTE* The contract obligation field will reflect "what is yet to be paid", not including what was paid on the old compensation. The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.
The "new compensation" record 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 on the old contract.


*NOTE* When the new contract is activated it will automatically enter a Compensation Stop Date on the old compensation record.

Mid-Year Contract change using Mass Copy Compensations

Mid-Contract With No Retro-Mass Copy Compensations

1._____Go to Processing/New Contracts/Mass Copy Compensations 
2._____Choose the Job status (Active, Inactive or Active and Inactive) from the drop down


3._____ If you wish to include archived employees check the box
4._____ If you wish to include only compensations active as of particular date enter the date in the associated box


5._____ If you wish to create mid year contracts for particular pay group(s) select and move the pay group(s) to the Selected box.


6._____Enter a new Compensation Start Date in the Contract Start Date box. The compensation Start and Stop dates must be specified - this is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last period ending date between old and new compensations, not the original start date of the contract. Example the last pay processing range was from 12/1/19 - 12/15/19. The New Compensation Start Date on the Mid Year contract would be 12/16/19.  Enter the Compensation Stop Date in the Contract Stop Date box.The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.


7._____ Click on thebutton.


8._____ Go to the New Contract Maintenance tab.


9._____ Go to the first employee contract and click the edit button.
10._____Under Type click on the drop down and select Mid-contract with no retro.


11._____Add the mid year contract change amount in the Contract Amount field.- This is the full "new" amount of the contract (contract obligation will be calculated by the system.)


*NOTE* The pays paid for the mid year contract change will be zero and pays in contract will be how many pays are left to be paid. 


12._____Click  to see the calculation of the Mid-Contract Change and then click 


*NOTE* The steps listed above must be performed for each employee in new contract maintenance.


13._____Go to Reports click on New Contract Report. Verify mid year contract data is accurate, or a Report can be created from the grid in New Contract. Select the fields desired from thebutton. The grid can be filtered for specific contracts specifying the pay group code if desired. Then click on thebutton.


14._____To activate one record click the   next to the contract and then click 


15._____To mass activate several contracts.  Filter the contracts using the grid bringing up only contracts you wish to activate.  Click the   under the word Copy. All contracts should then be checked. Click 


*NOTE* When the new contract is activated it will automatically enter a Compensation Stop Date on the old compensation record.


Mid-Contract With Retro Spread Over Remaining Pays-Mass Copy Compensations

1._____Go to Processing/New Contracts/Mass Copy Compensations 


2._____Choose the Job status (Active, Inactive or Active and Inactive) from the drop down


3._____If you wish to include archived employees check the box
4._____ If you wish to include only compensations active as of particular date enter the date in the associated box


5._____If you wish to create mid year contracts for particular pay group(s) select and move the pay group(s) to the Selected box.


6._____Enter a new Compensation Start Date in the Contract Start Date box. The compensation Start and Stop dates must be specified - this is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last period ending date between old and new compensations, not the original start date of the contract. Example the last pay processing range was from 12/1/19 - 12/15/19. The New Compensation Start Date on the Mid Year contract would be 12/16/19.  Enter the Compensation Stop Date in the Contract Stop Date box. The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.


7._____ Click on thebutton.


8._____ Go to the New Contract Maintenance tab.
9._____ Go to the first employee contract and click the edit button.


10._____Under Type click on the drop down and select Mid-contract with retro spread over remaining pays


11._____Enter in the Raise Date. 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. This date is when the employee should have actually started receiving the mid year contract pay.


12._____Add the mid year contract change amount in the Contract Amount field.- This is the full "new" amount of the contract (contract obligation with retro spread will be calculated by the system.)


*NOTE* The pays paid for the mid year contract change will be zero and pays in contract will be how many pays are left to be paid. 


13._____Click  to see the calculation of the Mid-Contract Change and then click 


*NOTE* The steps listed above must be performed for each employee in new contract maintenance.


14._____Go to Reports click on New Contract Report. Verify mid year contract data is accurate or a Report can be created from the grid in New Contract. Select the fields desired from thebutton. The grid can be filtered for specific contracts specifying the pay group code if desired. Then click on thebutton.


15._____To activate one record click the  next to the contract and then click 


16._____To mass activate several contracts.  Filter the contracts using the grid bringing up only contracts you wish to activate.  Click the  under the word Copy. All contracts should then be checked. Click 


*NOTE* The contract obligation field will reflect "what is yet to be paid", not including what was paid on the old compensation. The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.
The "new compensation" record 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 on the old contract.


*NOTE* When the new contract is activated it will automatically enter a Compensation Stop Date on the old compensation record.

Mid-Contract With Lump Sum Retro-Mass Copy Compensations

1._____Go to Processing/New Contracts/Mass Copy Compensations 


2._____Choose the Job status (Active, Inactive or Active and Inactive) from the drop down


3._____ If you wish to include archived employees check the box
4._____ If you wish to include only compensations active as of particular date enter the date in the associated box


5._____ If you wish to create mid year contracts for particular pay group(s) select and move the pay group(s) to the Selected box.


6._____ Enter a new Compensation Start Date in the Contract Start Date box. The compensation Start and Stop dates must be specified - this is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last period ending date between old and new compensations, not the original start date of the contract. Example the last pay processing range was from 12/1/19 - 12/15/19. The New Compensation Start Date on the Mid Year contract would be 12/16/19.  Enter the Compensation Stop Date in the Contract Stop Date box. The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.


7._____ Click on thebutton.


8._____ Go to the New Contract Maintenance tab.


9._____ Go to the first employee contract and click the edit button.


10._____Under Type click on the drop down and select Mid-contract with lump sum retro


11._____ Enter in the Raise Date. 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. This date is when the employee should have actually started receiving the mid year contract pay.


12._____ Add the mid year contract change amount in the Contract Amount field.- This is the full "new" amount of the contract (contract obligation with retro spread will be calculated by the system.)


*NOTE* The pays paid for the mid year contract change will be zero and pays in contract will be how many pays are left to be paid. 


13._____Click  to see the calculation of the Mid-Contract Change and then click 


*NOTE* The steps listed above must be performed for each employee in new contract maintenance.


14._____Go to Reports click on New Contract Report. Verify mid year contract data is accurate or a Report can be created from the grid in New Contract. Select the fields desired from thebutton. The grid can be filtered for specific contracts specifying the pay group code if desired. Then click on thebutton.


15._____To activate one record click the  next to the contract and then click 


16._____To mass activate several contracts.  Filter the contracts using the grid bringing up only contracts you wish to activate.  Click the  under the word Copy.  All contracts should then be checked. Click 


*NOTE* The contract obligation field will reflect "what is yet to be paid", not including what was paid on the old compensation. The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.
The "new compensation" record 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 on the old contract.


*NOTE* When the new contract is activated it will automatically enter a Compensation Stop Date on the old compensation record.

Mid-Year Contract Change using Import 

Mid-Year Contract Change- Import New Contracts 

1 _____Create a csv file with the following headers and associated data populated: contractType, employeeId, jobNo, compensationLabel (Label is only required if the employee has more then one Compensation for a Position, payGroup, contractAmount, contractStartDate, contactStopDate, lastName and firstName, raiseDate (if applicable)


2._____Go to Processing/New Contracts/Import New Contracts


3._____ Click on the box and locate your csv file


4._____If a contract start date is on the csv file no Contact Start Date will need to be entered in 


5._____Click


6._____Go to Reports click on New Contract Report. Verify mid year contract data is accurate or a Report can be created from the grid in New Contract. Select the fields desired from the button. The grid can be filtered for specific contracts specifying the pay group code if desired. Then click on the button.


7._____To activate one record click the   next to the contract and then click 


8._____To mass activate several contracts.  Filter the contracts using the grid bringing up only contracts you wish to activate.  Click the  
under the word Copy. All contracts should then be checked. Click  


*NOTE* The contract obligation field will reflect "what is yet to be paid", not including what was paid on the old compensation. The Days Since Raise field will be automatically populated, utilizing the raise date, when the data is imported..
The "new compensation" record 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 on the old contract.


*NOTE* When the new contract is activated it will automatically enter a Compensation Stop Date on the old compensation record.


Mid-Year Contract Change Calculations

New Compensation Pays in Contract equals Old Compensation Pays in Contract minus Old Compensation Pays Paid
Amount to be Earned equals ((Old Compensation Contract Work Days minus Old Compensation Contract Days Worked) times New Compensation Daily Rate)
Retro Amount equals (New Compensation Daily Rate minus Old Compensation Daily Rate) times Days Since Raise
New Compensation Amount Earned equals Old Compensation Accrued Wages
New Compensation Contract Obligation equals Amount to be Earned plus Old Compensation Accrued Wages


If doing No Retro, no further calculations are necessary


If doing Retro Spread Over Remaining Pays:

Add Retro Amount to New Compensation Amount Earned
Add Retro Amount to New Compensation Contract Obligation


If doing Retro Lump Sum:

If Contract is Stretch Pay:

New Pay Per Period equals New Compensation Contract Amount divided by Old Compensation Pays in Contract
Pay Per Period Difference equals New Pay Per Period minus Old Compensation Pay Per Period

If Days Since Raise is equal to the Old Compensation Contract Days Worked:

Lump Sum Retro equals Pay Per Period Difference times Old Compensation Pays Paid


Otherwise:

Multiplier equals 10 for Biweekly and 11 for Semi-monthly
Lump Sum Retro equals Pay Per Period Difference times (Days Since Raise divided by Multiplier)


Accrued Retro equals Retro Amount minus Lump Sum Retro
Add Accrued Retro to New Compensation Amount Earned
New Compensation Retro Next Pay equals Lump Sum Retro


If Contract is NOT Stretch Pay:

New Compensation Retro Next Pay equals Retro Amount

Add Retro Amount to New Compensation Contract Obligation


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