Infinite Visions Enterprise Edition (IVEE) Contracts

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Infinite Visions Enterprise Edition (IVEE)

Contracts Student Guide

COURSE PREREQUISITES

• Using IVEE and Online Workflow

COURSE OVERVIEW This course introduces students to Contracts in the Human Resources module.

• Define and Assign Contracts

• Generate Contracts

• Print Contracts

• Prepare iVisions Web Portal for Publishing Contracts

• Publishing Contracts to iVisions Web Portal

• View Contact Status (Portal)

Copyright ©2019

Tyler Technologies, Inc.

Revised: June 2019

This document applies to Infinite Visions Enterprise Edition Accounting version 2019.1 software. The data used to illustrate the reports and windows may include names of individuals, companies, brands, and products. All these names are fictitious; any similarities to actual names are entirely coincidental. Further, any illustrations of report formats or window images are examples only and reflect how a typical customer would install and use the product.

Infinite Visions Enterprise Edition is a registered trademark of Tyler Technologies, Inc.

CONTRACTS iii TABLE OF CONTENTS

Table of Contents CONTRACT TYPES .................................................................................................................................................. 7

CONTRACT MAINTENANCE ..................................................................................................................................................... 7

Overview ......................................................................................................................................................................................... 7

The Add/Edit Contract window displays 6 tabs: ............................................................................................................................. 8

Activity (Required) .......................................................................................................................................................................... 8

Add a Contract Type ....................................................................................................................................................................... 8

Activity (Required) ........................................................................................................................................................................ 10

Add a Custom Template Contract Type ........................................................................................................................................ 10

CONTRACT ADDENDA ........................................................................................................................................................... 11

Overview ....................................................................................................................................................................................... 11

ASSIGN CONTRACT TYPES ..................................................................................................................................................... 11

Overview ....................................................................................................................................................................................... 11

Activities (Required) ..................................................................................................................................................................... 12

Manually Assign a Contract Type ................................................................................................................................................. 12

Mass Assign a Contract Type ....................................................................................................................................................... 12

SECTION SUMMARY ............................................................................................................................................................. 12

SECTION ASSESSMENT .......................................................................................................................................................... 13

GENERATE CONTRACTS ....................................................................................................................................... 15

UPDATE SALARY SCHEDULE PROJECTION AMOUNTS ............................................................................................................. 15

Overview ....................................................................................................................................................................................... 15


Update Salary Schedule ................................................................................................................................................................ 15

Move Positions on Projection Salary Schedule ............................................................................................................................. 16

EMPLOYEE CONTRACTS ........................................................................................................................................................ 17

Overview ....................................................................................................................................................................................... 17


Generate Employee Contract Information ................................................................................................................................... 17

SECTION SUMMARY ............................................................................................................................................................. 18


CONTRACTS iv TABLE OF CONTENTS

PRINT CONTRACTS .............................................................................................................................................. 21

CREATE HR CONTRACT DOCUMENT TYPE .............................................................................................................................. 21

Overview ....................................................................................................................................................................................... 21


Generate Employee Contract Information ................................................................................................................................... 21

CONTRACT REPORT WRITER ................................................................................................................................................. 22

Overview ....................................................................................................................................................................................... 22


Print Employee Contracts ............................................................................................................................................................. 24

Distribute Employee Contracts ..................................................................................................................................................... 24

SECTION SUMMARY ............................................................................................................................................................. 24


SETUP IVISIONS WEB PORTAL FOR PUBLISHING CONTRACTS ............................................................................ 27

ADD CONTRACT PAGE AND MODULE .................................................................................................................................... 27


Add Contract Acceptance Page .................................................................................................................................................... 27

Add Module to Contract Acceptance Page ................................................................................................................................... 28

SECTION SUMMARY ............................................................................................................................................................. 29


PUBLISH CONTRACTS .......................................................................................................................................... 31

PUBLISH CONTRACTS ............................................................................................................................................................ 31

Overview ....................................................................................................................................................................................... 31


Assign Employee Document ......................................................................................................................................................... 31

View Contracts in iVisions Web Portal.......................................................................................................................................... 32

SECTION SUMMARY ............................................................................................................................................................. 32


VIEW CONTRACT STATUS (PORTAL) .................................................................................................................... 35

SECTION SUMMARY ............................................................................................................................................................. 35

CONTRACT MERGE FILE ...................................................................................................................................... 37

CONTRACTS v TABLE OF CONTENTS

BUILD CONTRACT MERGE FILE .............................................................................................................................................. 37

Overview ....................................................................................................................................................................................... 37


Build Contract Mail Merge File ..................................................................................................................................................... 37

APPENDIX A ......................................................................................................................................................... 39

CONTRACT MAINTENANCE ................................................................................................................................. 39

EMPLOYEE CONTRACTS GRID FIELDS .................................................................................................................. 41

CUSTOM CONTRACT TEMPLATE ......................................................................................................................... 46

APPENDIX B ......................................................................................................................................................... 47

EMPLOYEE CONTRACTS ...................................................................................................................................... 47

APPENDIX C ......................................................................................................................................................... 49

PRINT CONTRACTS .............................................................................................................................................. 49

APPENDIX D ......................................................................................................................................................... 51

QUICK REFERENCE .............................................................................................................................................. 51

DEFINE CONTRACTS .............................................................................................................................................................. 51

ASSIGN CONTRACTS TO POSITIONS ...................................................................................................................................... 51

GENERATE CONTRACTS ........................................................................................................................................................ 52

PRINT CONTRACTS ............................................................................................................................................................... 52

CREATE HR DOCUMENT TYPE ............................................................................................................................................... 52

MASS PRINT CONTRACTS ...................................................................................................................................................... 53

CONTRACTS vi TABLE OF CONTENTS

CONTRACTS 7 CONTRACT TYPES

Contract Types Introduction Contract Maintenance allows users to define contracts in the Human Resources module. Contracts can be configured using position information imported from Employee Positions and Pay, defining a Custom Template in Contract Maintenance, or using the Mail Merge utility in Employee Contracts.

The Employee Positions and Pay Contract Type uses the information selected in the Contract Type tabs to create contracts.

The Custom Template Contract Type uses selected fields from the Employee Contracts grid to import into a Word Document.

The Mail Merge utility, found under the Actions menu in Employee Contracts, allows users to create a mail merge file. This file is used to merge with a Word Document outside of the Human Resources module.

CONTRACT MAINTENANCE Human Resources > Contracts > Contract Maintenance

Overview Contract Maintenance is the starting point for creating contracts. The grid displays all defined contracts. From the grid, a user can add/edit, view or delete contracts.

From the Add/Edit Contract window, the following commands are available from the Actions menu:

COMMAND DESCRIPTION

Get Signature Select this command to add a signature to print on the contract.

Clear Signature Select this command to clear the current signature attached to the contract.

Get Template Select this command to attach a contract template to the contract.

Edit/View Template Select this command to edit/view the template currently attached to the contract.

Clear Template Select this command to clear the template for the selected contract.

Section Topics

• Contract Maintenance

• Contract Addenda

• Assign Contract Types


The Add/Edit Contract window displays 6 tabs:

TAB DESCRIPTION

General

On this tab, define a Document Type and Document Title. The Document Title prints on the contract (avoid using any special characters in the title) and displays in iVisions for users waiting to accept/reject published (See Publishing Contracts to the iVisions Web Portal” in Section 5) contracts.

Print Before Detail Choose this tab to enter the text to print on the contract before the position information. After entering text, right-click and select Zoom. Spell check text.

Print After Detail Choose this tab to enter the text to print on the contract after the position information.

Contract Signature

Choose this tab to enter the title or name of the person who is going to sign the contract or insert a signature by selection Actions > Get Signature. A contract can include 1 or more signature lines.

Print Options Review Appendix A, Print Options tab.

Elect Signature Choose this tab to define up to 3 user defined fields for the selected contract. The UDFs display as part in the iVisions Employee Contract Approval window.

Activity (Required)

In the following activity, add a contract type to import information from Employee Positions and Pay.

Add a Contract Type

Scenario: Owen needs a contract specifically for 1st Year Teachers.

Follow the steps below to add the contract:

In the Contract Maintenance grid, right-click and select Add. The Add Contracts window displays.

Enter the following:

FIELD NAME VALUE

Document 1st Year Teacher Contract

Type 1st Year Teacher Contract

Document Title 1st Year Teacher Contract


FIELD NAME VALUE

Print Before Detail

Right-click in the window and select Zoom. Type the following: “This contract made and entered into as of this day of execution, set forth between the Capital City School District #1 acting through its Governing Board (hereinafter referred to as “District”) and said teacher being duly certified to teach in this state (hereinafter referred to as “Teacher”).”

The Teacher represents s/he has a valid teaching certificate. In the case of new faculty members, this contract is subject to verification of previous experience.

The Teacher agrees to perform all duties assigned by the administrators and District as needed. Teacher further agrees to follow the orders of the District and to be subject to any performance evaluation process adopted by the District.

In consideration of said services rendered, the District agrees to pay the Teacher a salary based on education and prior experience for the current school year as listed below.

Print After Detail

Right-click in the window and select Zoom. Type the following:

This contract contains the entire agreement between the parties. Any subsequent amendment or addenda to this contract must be in writing and signed by both parties.

Current Governing Board policies and administrative rules and regulations, as reasonable modified from time-to-time are hereby made a part of this contract.

Contract Signature

Title: Superintendent Name: Peter Abbott From the Actions menu, select Get Signature. Browse to C:\InfiniteVisions\File Attachments\Signatures. Select Peter Abbott.

Print Options Select all options except Include Budget Codes and Include Inactive Codes (only active if Budget Codes is marked).


FIELD NAME VALUE

User Defined Field 1: Number of Checks Instructional Text: User Defined Field 2: Read and Save Contract Instructional Text: I have read this agreement and saved a copy of it for my records. User Defined Field 4: I agree to Terms Instructional Text: I agree to the terms and conditions of the selected contract. 

Contract User Defined Fields are configured in Security > Workflow Configuration > User Defined Fields.

Click OK

Activity (Required)

Prior to defining a Custom Template Contract Type, it is necessary to create a Word document using the merge fields from the Employee Contracts grid.

Refer to the table in Appendix A for a list of allowable merge fields.

Add a Custom Template Contract Type

Scenario: The District has changed wording of the Salaried Contract. Owen needs to edit the existing Salaried Contract Type. He has decided the easiest way to proceed is to create a custom template.

Review the Word document in Appendix A. The document is an example of the import document in the following exercise.

Follow the steps below to add a template:

In the Contract Maintenance grid, double-click Salaried Contract. The Edit Contracts window displays.

From the Actions menu, select Get Template.

Navigate to C:\Infinite Visions\File Attachments\HR\Custom Template and double-click Salaried Contract. This associates the Salaried Contract Word document with the Salaried Contract - Contract Type.


Click OK.

If changes are made to the Contract Template after it is attached to a Contract Type, it is necessary to reattach the template for changes to reflect on the contract.

CONTRACT ADDENDA Human Resources > Contracts > Contract Addenda

Overview As part of maintaining contracts, Contract Addenda is used to identify the types of addenda (i.e., extra duty pays) for employees. The most common approach to defining addenda is to create a position and/or a supplemental pay source and use this program to define contract addenda outside of the Payroll module.

Contract Addenda do not flow through to Payroll. The addenda must be set up as positions or supplemental pays in Payroll to be paid.

If Contract Addenda is manually added (as opposed to setting up supplemental pays), be advised the create/replace commands overwrite any manual addeda set up in the Employee Contracts window along with any other manual changes.

ASSIGN CONTRACT TYPES Human Resources > Payroll > Employees > Employee Positions and Pay

Overview After defining Contract Types, the next step is to assign the types to each Position and Supplemental Pay record on a contract. The Contract field displays on the Information tab of the Position or Supplemental Pay record. Adding the contract type can be done in 2 ways:

Manually add a contract when creating/editing a pay source.

Mass Update (for updating multiple records).

The user must have a payroll user role with the Allow mass EE Position & Pay update checkbox marked in Security > Workflow Configuration > Payroll User Roles > Pay Security tab.


Activities (Required)

Manually Assign a Contract Type

Scenario: Owen accidentally assigned Jim Nasium the wrong contract type. He needs to change Jim’s Warehouse supervisor contract to the Salaried Contract.

Follow the steps below to make the change:

From the Employee dropdown, select Nasium, Jim.

Click Apply Selection.

On the Information tab, from the Contract dropdown, select Salaried Contract.

Click OK.

Mass Assign a Contract Type

Scenario: Owen needs to assign the Employment Contract Type to all computer technicians.

Follow the steps below to mass update the employee positions:

From the Description dropdown, select Computer.


Arrange the grid so the Contract and Description fields are visible.

From the Actions menu, select Mass Update.

From the Data dropdown, select Contract.

From the second dropdown, select Employment Notification.

In the Reason for Change field, type “Assign Contract”.

Click OK.

Click Yes to acknowledge update message.

SECTION SUMMARY In this section, we learned about Contract Types and how to assign types to employee positions and pay records. We also talked about defining an Addenda Contract without a position or supplemental pay record being created in payroll.

In the next section, we learn how to generate contracts and update salary schedules.


SECTION ASSESSMENT

1. An Employee Positions and Pay Contract Type uses the fields from a mail merge file.

a. True

b. False

2. Only the fields found on the Employee Contracts grid can be used on a Custom Template Contract Type.

a. True

b. False

3. The Mail Merge utility is found under the Actions menu in Contract Maintenance.

a. True

b. False


CONTRACTS 15 GENERATE CONTRACTS

Generate Contracts Introduction After defining contracts and assigning them to employees, the next step is to update salary schedules and generate the contract information.

UPDATE SALARY SCHEDULE PROJECTION AMOUNTS Human Resources > Salary Schedules > Salary Schedule Maintenance

Overview Use Salary Schedules to create next year’s contracts based on projected amounts. When assigning employees to positions, assign a projection salary level on the appropriate schedule. As necessary, change salary levels for several employees by changing the amounts in the applicable cell in the schedule and then update projection amounts on linked positions.

Tyler suggests attaching a salary scheudle to all position and supplmental pay records.


Update Salary Schedule

Scenario: Owen is working on next year’s employee contracts. The Board approved the new amounts for the Salaried Contract and he is ready to update the projection information on the Admin – Supervisor Salary Schedule.

Follow the steps below to update the schedule:

In the Salary Schedules grid, double-click Admin-Supervisor Salary. The Edit Salary Schedule window displays.

Choose the Projection tab. Currently, the projection amounts match current year amounts. Owen wants to apply a 4% increase to the salaries for next year.

Highlight all cells.

From the Actions menu, select Apply Formula.

Section Topics

• Update Salary Schedule Projection Amounts

• Employee Contracts


In the Formula to Apply field, type “*1.04”. Infinite Visions multiplies the value in the cell by the amount in the Apply field (e.g., 1.04) which increases the amounts by 4%.

Leave the Decimals field at 2.

Click OK.

Review the results.

Click OK.

Move Positions on Projection Salary Schedule

Scenario: This year the Board has decided to move all positions linked to the Admin-Supervisor Salary schedule down a level.

Follow the steps below to move positions:

In the Salary Schedules grid, double-click Admin-Supervisor Salary schedule. The Edit Salary Schedule window displays.

Choose the Projection Positions tab.

From the Actions menu, select Move Positions Down. This advances the positions 1 step down on the salary schedule.

A report displays a list of employees who could not move on the salary schedule because they are at the maximum step.

Close the Report Viewer.

Review the results of the move and click OK.

GENERATE CONTRACTS

Make sure to build projection amounts before starting contracts.

Once salary schedules are complete and linked to employees, copy them to project. HR can work on next year contracts without interfering with current Payroll.

For more information on Salary Schedules, refer to the Human Resources Training Guide.


EMPLOYEE CONTRACTS Human Resources > Contracts > Employee Contracts

Overview Generating employee contracts extracts all position and contract information from the contract definition, position information, and position contract assignment and creates a record for the employee.

EMPLOYEE CONTRACTS

If a record is manually added, a contract addenda can be added.

To review Employee Contracts Action commands, refer to Appendix B.

Activity (Required)

Generate Employee Contract Information

Scenario: Now that Owen has next year amount setup and linked to positions, he must generate employee contract information.

Follow the steps below to generate contract information:

From the Actions menu, select Create/Replace All Contracts.

In the Multiple Employee Contract Assignment window, from the Contract dropdown, select Salaried Contract.

Click OK.

Click Yes to proceed. Employee Contract information generates for all positions and supplemental pays with a contract type assigned.

In Filter Criteria, from the Contract dropdown, select Salaried Contract.


Review the information in the Employee Contracts grid. As necessary, double-click a record to edit and make changes as needed.

Once contract information generates and manual edits are done, it is very importnt NOT to run Create/Replace Action commands unless it is necessary to completely start over or all manual changes are lost.

If new employees are hired after generating contract information, use the Get New Positions or Supplemntal Pay Contracts Action commands. These commands assure existing contract information stays the same and append only new records.


SECTION SUMMARY In this section, we learned how to generate and edit contracts.

In the next section, we learn how to print contracts and append to Employee Documents.


SECTION ASSESSMENT

1. It is suggested all Position and Supplemental Pay records be linked to a salary schedule.

a. True

b. False

2. After initially generating contracts, using the Create/Replace Action commands cause manual changes to be lost.

a. True

b. False

3. In the Employee Contracts window, it is possible to edit an individual contract.

a. True

b. False


CONTRACTS 21 PRINT CONTRACTS

Print Contracts Introduction After generating contract information, the easiest way to print and distribute contracts is by suing the contract report writer. The Contract Report Writer picks up the text and selections for the contract type from Contract Maintenance.

CREATE HR CONTRACT DOCUMENT TYPE Human Resources/Payroll > Configuration > HR Document Types

Overview Prior to printing contracts, an HR Document Type must exist to append to Employee Documents and attach to a contract for publishing to the iVisions Web Portal.

Activity (Required)

Generate Employee Contract Information

Scenario: Owen need to add an HR Contract Document Type to associate with the Salaried and Administrator contracts.

Follow the steps below to add the document type:

In the HR Document Types grid, right-click and select Add. The Add Document Type window displays.


FIELD NAME VALUE

Document Type FY1718 Contract

Show In Portal Yes

Is Contract Yes

From the Actions menu, select Add to PR User Role to allow access to the FY1718 Contract.

If some Payroll User Roles should not have access to the document type, navigate to Security > Workflow Configuration > Payroll User Roles and edit each role as applicable.

Section Topics

• Create HR Contract Document Type

• Contract Report Writer


Mark the Close this dialog after update? checkbox.

Click OK.

CONTRACT REPORT WRITER Human Resources > Reports > Contracts

Overview The Contracts window consists of 4 sections; Selection Parameters, Report Options, Print Options, and Distribution Options.

Select the applicable contract print options in each area:

Selection Parameters

FIELD DESCRIPTION

Contract From the dropdown, select the contract to print.

Employee To print a contract for an individual employee, select the employee from the dropdown.

Employee Identifier

To limit the display of employees, select the applicable option from the dropdown. Depending on system setup, the field can be Employee ID, User Defined ID, or Record ID.

Status To print contracts only for employees with a specific status, select the applicable status from the dropdown.

Employee Category To print contracts only for employees in a specific category, select the applicable status from the dropdown.

Group Unless this field is locked, limit the display of employees by selecting a group from the dropdown.

Report Options

Sort By From the dropdown, select the applicable sort option (last name or SSN). The system default is last name.

Group by Check Location Mark the checkbox to group contracts by check location. To limit the contracts to 1 location, select the applicable location from the dropdown.

Leave Rate Start Date

If leave information is included on the contract, enter the date from which to calculate leave plans. The date is typically the beginning of the next fiscal year. IF this field is blank but leave information should display on the contract, the Leave Plan Sub Report uses the system date to calculate the accrual rate.


Print Information

FIELD DESCRIPTION

Fiscal Year Enter the fiscal year to print in the heading of the contract. The default is the next fiscal year.

Date

Enter the date to print on the contract. The default is the current system date. If the field is left blank, the signature date does not print on the contract. In addition, the Issued By label and field do not print on the contract.

Comments This an optional field. Enter any pertinent comments (up to 50 characters) to print below the signature.

Print on Legal Paper Select this option to print contract on legal size paper.

Attempt to keep “After Text” section with signatures

Mark the checkbox to keep the “After Text” and signature on the same page.

Mark SSN

If a user has access to view unmasked SSN’s, mark the checkbox to include them in the contract. This field is not available to users who do not have access.

Distribution Options

FIELD DESCRIPTION

Append Contracts to Employee Documents

Mark the checkbox to create a PDF of the contract and attach it to the employee record. From the Document Type dropdown, select the applicable option.

The Append Contract to Employee Documents option cannot be used with Email Contract to Employee.

Email Contract to Employee

Mark the checkbox to email the contract to the employee using the email address in Payroll > Employees > Employee Maintenance. If there is no email address, the contract does print.

CC Email To send a copy of the employee contract to another individual, enter their email address.

Include Comments If Email Contract to Employee is marked, mark the Include Comments checkbox and enter the comment to display in the body of the email.



Print Employee Contracts

Scenario: Owen is ready to print Salaried Contracts.

Follow the steps below to print contracts:

From the Contract dropdown, select Salaried Contract.

Click OK. The Supervisor contracts display in the Report Viewer.

If the Contract Type is using a custom template, the following message displays “The selected contracts have been merged wit the template into MS Word. Go toWord to print/save them.”.

Review the information. Close the Report Viewer. The Contracts window remains open to allow printing of another contract.

Employee contracts are available to print from Human Resources > Contracts > Employee Contracts > Shortcuts > Print Contracts.

Distribute Employee Contracts

Scenario: Since Owen has access to the FY1718 Contract Document Type in Payroll User Roles, he can append contracts to employee documents and attach the document to employee contracts.

Follow the steps below to append employee contracts:

From the Contract dropdown, select Salaried Contract.

Mark the Append Contract to Employee Documents checkbox.

From the Document Type dropdown, select FY1718 Contract.

Click OK. The following message displays “Contracts have been added to the employee’s documents as a FY1718 Contract”.

Be patient. Depending on the number of contracts to print, it can take several minutes to process.

SECTION SUMMARY In this section, we learned how to print and distribute contracts.

In the next section, we prepare employee contracts for publishing to the iVisions Web Portal.


SECTION ASSESSMENT

1. It is easiest to print contracts using which of the following?

a. Contract Maintenance

b. Contract Report Writer

c. Employee Maintenance

2. In the HR Contract Document Type window, what checkbox(es) must be marked to view a contract in the iVisions Web Portal?

a. Show in Portal

b. Is Contract

c. A only

d. Both A and B

3. Any user can append a contract to Employee Documents.

a. True

b. False


CONTRACTS 27 SETUP IVISIONS FOR PUBLISH CONTRACTS

Setup iVisions Web Portal for Publishing Contracts Introduction If the district has the iVisions Web Portal, it is possible to publish contract information for employees to electronically view and accept or reject.

Prior to publishing contracts, complete the following iVisions setup:

• Add a page

• Add a module

ADD CONTRACT PAGE AND MODULE Only a Host or Adminstrator can add a page and module in iVisions.


Add Contract Acceptance Page

Scenario: Owen asked the Portal Administrator to add a Contract page for publishing employee contracts.

Follow the steps below to add the page:

On the Infinite Visions main tool bar, click Login to iVisions.

Log out as Omoney.

Log in using the following:

FIELD NAME VALUE

User Name host

Password host

On the Administrator tool bar, select Add from the Pages menu. The Add Page window displays.


Section Topics

• Add Contract Page and Module


FIELD NAME VALUE

Page Name Contract Acceptance

Page Title Contract Acceptance

Parent Page Pay/Tax Information

Choose the Permissions tab.

From the Select Role dropdown, select Employees.

Click Add. Employees display in the Role listing. The View Page checkbox is marked by default. The Contract Acceptance page is now visible for all users with a role of employee

Click Add Page.

Add Module to Contract Acceptance Page

Scenario: To define the connection group to use to for publishing employee contract information, it is necessary to add a module to the Contract Acceptance page.

Follow the steps below to add the module:

On the Administrator tool bar, select Add from the Modules menu. The Add Module window displays.

From the Category dropdown, select All Categories.

From the Module dropdown, select WMGEmployeeContract.

Click Add Module.

Click the cog icon beneath Employee Contract.

Choose the WMG Employee Contract Settings tab.

From the Please select an IVEE connection group dropdown, select the applicable connection group.

Click Update to complete the setup.

To view the Contract Acceptance page as an employee, logout and log back in using User Name: Omoney and Password: v.


SECTION SUMMARY In this section, we learned how to create a page in the portal and to add a module.

In the next section, we learn how to publish contracts to the portal.


SECTION ASSESSMENT

1. What is the first step in setting up the portal for publishing contracts?

a. Create a Module

b. Create a Page

c. Create a Role

2. What is the name of the module on the Contract Acceptance page setup for publishing employee contracts?

a. Contract Module

b. EmployeeSelfService Module

c. WMGEmployeeContract Module

3. What are the steps for publishing contracts to the portal?

a. Create page, Add Module, Add Role Access, Define IVEE Connection Group

b. Add Role Access, Create Page, Add Module, Define IVEE Connection Group

c. Add Module, Add Page, Define IVEE Connection Group, Add Role Access

CONTRACTS 31 PUBLISH CONTRACTS

Publish Contracts Introduction

Before publishing contracts, verify the iVisions setup is complete.

PUBLISH CONTRACTS Human Resources > Contracts > Employee Contracts

Overview Prior to publishing contracts, append the contracts as a document to employee records. Then, assign the employee document to the contract.


Assign Employee Document

Scenario: Owen must assign the FY1718 Contract document to Salaried Contracts then he can publish the contracts to the portal.

Follow the steps below to assign the document:

From the Contract Filter Criteria dropdown, select Salaried Contract.


Rearrange the grid so Contract Status and File Name columns are visible. Note the published and unpublished records.

Highlight all records in the grid.

From the Actions menu, select Mass Update Selected: Assign Contract Documents. This command creates an association between the employee contract records and the appended FYxxxx Contract Document Type.

It is possible to associate documents individually with a contract record by editing the Employee Contract record. From the Select Contract Document dropdown, select the applicable document. After publishing the contract, the field is locked and is not available to edit.

Click OK to acknowledge message. If any errors are found, a report displays. Review the report and close the Report Viewer.

Highlight all records in the grid.

Section Topics

• Publish Contracts


From the Actions menu, select Mass Update Selected: Publish Contracts. This command makes the contracts available to employees in the iVisions Web Portal.

For this activity, click No to not send email to employees. If there are any contracts found with errors, a report generates.

After publishing contracts, the following commands are available from the Actions menu;

COMMAND DESCRIPTION

Expire Selected Published Contracts

Select this command to change the Contract Status of selected contracts to Expired. Expired Contracts cannot be accepted/rejected. The Status date reflects the date and time of expiration.

Unpublish Selected Contracts Select this command to unpublish a published contract. The contract status updates to Unpublished.

View Contracts in iVisions Web Portal Follow the steps below to view a contract:

Login to IVisions as Dusty Floors (DFloors, v).

From the Pay/Tax Information menu, select Contract Acceptance.

Review the contract and click Accept.

VIEWING PUBLISHED CONTRACTS

Up to 3 User Defined Fields can be set up in Human Resources > Contracts > Contract Maintenance > Electronic Signature tab. Employees are required to select the applicable option for each User Defined field or they are not able to accept the contract.

Be sure the Electronic Signature is set up in Human Resources so it displays in iVisions.

A date/time stamp displays above the employee signature (e.g., Electronically Accepted on xx/xx/xxxx at 00:00 AM/PM) once the employee acceps/rejects the contract in the portal.

SECTION SUMMARY In this section, we learned how to publish contracts to the portal for employee electronic acceptance.

In the next section, we review the status of published employee contracts.


SECTION ASSESSMENT

1. It is necessary to append a contract to Employee Documents prior to publishing to the iVisions Web Portal.

a. True

b. False

2. Prior to publishing, it is necessary to add which of the following to the contract record?

a. Contract Document Type

b. Module Document Type

c. Employee Document Type

3. A published contract cannot be edited?

a. True

b. False

4. An employee can accept an expired contract.

a. True

b. False


CONTRACTS 35 VIEW CONTRACT STATUS (PORTAL)

View Contract Status (Portal) Introduction IVEE > Human Resources > Contracts > Contract Status (Portal)

Contract Status (Portal) allows users to review the status of employee contracts published to the portal.

From the Actions menu, the following commands are available:

COMMAND DESCRIPTION

Print Selected Employee Contract & Acceptance Report

Select this command to print the employee Contract and Acceptance Report. The report includes date/time of acceptance, employee comments, UDFs and Electronic Contract Signature text.

Email Highlighted Employees

Select this command to send the selected employee(s) an email regarding the status of their contract. The employee must have a valid email address entered in their record.

Employees with multiple contracts receive only 1 email.

SECTION SUMMARY In this section, we learned how to use Contract Status (Portal) to view the status of published contracts.

In the next section, we work with the Build Contract Mail Merge command in Employee Contracts.

CONTRACTS 36 VIEW CONTRACT STATUS PORTAL

CONTRACTS 37 CONTRACT MERGE FILE

Contract Merge File Introduction Human Resources > Contracts > Employee Contracts

Infinite Visions allows users to export employee contract information to Microsoft Excel. This enables users to select fields to use in building a custom employee contract merge file.

BUILD CONTRACT MERGE FILE

Overview Building the Contract Mail Merge File is the first step to create contracts using a MS Word document. A user can export all contracts to the merge file or filter the grid to display only records of a specific contract type to use in the merge file.

Activity (Required)

Build Contract Mail Merge File

Scenario: Owen wants to use Build Contract Mail Merge File to create the Administrator Contracts.

Follow the steps below to build the file:

From the Employee Contract Filter Criteria dropdown, select Administrator.


From the Actions menu, select Build Contract Mail Merge File.

In the Destination Path, click the Browse (…) button and navigate to C:\Infinite Visions. Leave the File name as Export.

Click Save.

Section Topics

• Publish Contracts

CONTRACTS 38 CONTRACT MERGE FILE

CONTRACTS 39 APPENDIX A

Appendix A CONTRACT MAINTENANCE Human Resources > Contracts > Contract Maintenance

The Contract Maintenance window displays 6 tabs: General, Print Before Detail, Print After Detail, Contract Signature, Print Options, and Elect. Signature.

General tab

Print Before Detail tab

Print After Detail tab

CONTRACTS 40 APPENDIX B

Contract Signature tab

Print Options tab


Back to Contract Maintenance – Print Options.

EMPLOYEE CONTRACTS GRID FIELDS Human Resources > Contracts > Employee Contracts

FIELD NAME MERGE NAME FIELD NAME MERGE NAME ContractName <<ContractName>> 2PosEnd <<2PosEnd>> EmpNum <<EmpNum>> 2PosDays <<2PosDays>> FirstName <<FirstName>> 2PosHours <<2PosHours>> Middle <<Middle>> 2PosAmount <<2PosAmount>> LastName <<LastName>> 2PosRate <<2PosRate>> Address1 <<Address1>> 2PosSalarySCD <<2PosSalarySCD>> Address2 <<Address2>> 2PosRow <<2PosRow>> City <<City>> 2PosCol <<2PosCol>> State <<State>> 2PosSalaryPosition <<2PosSalaryPosition>> ZipCode <<ZipCode>> 2FTE <<2FTE>> SSNum <<SSNum>> 3PosNumber <<3PosNumber>> DAC <<DAC>> 3PosDesc <<3PosDesc>> Department <<Department>> 3PosClass <<3PosClass>> JobTitle <<JobTitle>> 3PosType <<3PosType>> HireDate <<HireDate>> 3PosStart <<3PosStart>> TotalExperience <<TotalExperience>> 3PosEnd <<3PosEnd>> YearsExpOther <<YearsExpOther>> 3PosDays <<3PosDays>>


FIELD NAME MERGE NAME FIELD NAME MERGE NAME YearsExpThisEmp <<YearsExpThisEmp>> 3PosHours <<3PosHours>> 1PosNumber <<1PosNumber>> 3PosAmount <<3PosAmount>> 1PosDesc <<1PosDesc>> 3PosRate <<3PosRate>> 1PosClass <<1PosClass>> 3PosSalarySCD <<3PosSalarySCD>> 1PosType <<1PosType>> 3PosRow <<3PosRow>> 1PosStart <<1PosStart>> 3PosCol <<3PosCol>> 1PosEnd <<1PosEnd>> 3PosSalaryPosition <<3PosSalaryPosition>> 1PosDays <<1PosDays>> 3FTE <<3FTE>> 1PosHours <<1PosHours>> 4PosNumber <<4PosNumber>> 1PosAmount <<1PosAmount>> 4PosDesc <<4PosDesc>> 1PosRate <<1PosRate>> 4PosClass <<4PosClass>> 1PosSalarySCD <<1PosSalarySCD>> 4PosType <<4PosType>> 1PosRow <<1PosRow>> 4PosStart <<4PosStart>> 1PosCol <<1PosCol>> 4PosEnd <<4PosEnd>> 1PosSalaryPosition <<1PosSalaryPosition>> 4PosDays <<4PosDays>> 1FTE <<1FTE>> 4PosHours <<4PosHours>> 2PosNumber <<2PosNumber>> 4PosAmount <<4PosAmount>> 2PosDesc <<2PosDesc>> 4PosRate <<4PosRate>> 2PosClass <<2PosClass>> 4PosSalarySCD <<4PosSalarySCD>> 2PosType <<2PosType>> 4PosRow <<4PosRow>> 2PosStart <<2PosStart>> 4PosCol <<4PosCol>> 4PosSalaryPosition <<4PosSalaryPosition>> 7PosSalaryPosition <<7PosSalaryPosition>> 4FTE <<4FTE>> 7FTE <<7FTE>> 5PosNumber <<5PosNumber>> 8PosNumber <<8PosNumber>> 5PosDesc <<5PosDesc>> 8PosDesc <<8PosDesc>> 5PosClass <<5PosClass>> 8PosClass <<8PosClass>> 5PosType <<5PosType>> 8PosType <<8PosType>> 5PosStart <<5PosStart>> 8PosStart <<8PosStart>> 5PosEnd <<5PosEnd>> 8PosEnd <<8PosEnd>> 5PosDays <<5PosDays>> 8PosDays <<8PosDays>> 5PosHours <<5PosHours>> 8PosHours <<8PosHours>> 5PosAmount <<5PosAmount>> 8PosAmount <<8PosAmount>> 5PosRate <<5PosRate>> 8PosRate <<8PosRate>> 5PosSalarySCD <<5PosSalarySCD>> 8PosSalarySCD <<8PosSalarySCD>> 5PosRow <<5PosRow>> 8PosRow <<8PosRow>> 5PosCol <<5PosCol>> 8PosCol <<8PosCol>> 5PosSalaryPosition <<5PosSalaryPosition>> 8PosSalaryPosition <<8PosSalaryPosition>> 5FTE <<5FTE>> 8FTE <<8FTE>> 6PosNumber <<6PosNumber>> 9PosNumber <<9PosNumber>> 6PosDesc <<6PosDesc>> 9PosDesc <<9PosDesc>> 6PosClass <<6PosClass>> 9PosClass <<9PosClass>> 6PosType <<6PosType>> 9PosType <<9PosType>> 6PosStart <<6PosStart>> 9PosStart <<9PosStart>> 6PosEnd <<6PosEnd>> 9PosEnd <<9PosEnd>> 6PosDays <<6PosDays>> 9PosDays <<9PosDays>> 6PosHours <<6PosHours>> 9PosHours <<9PosHours>> 6PosAmount <<6PosAmount>> 9PosAmount <<9PosAmount>> 6PosRate <<6PosRate>> 9PosRate <<9PosRate>>


FIELD NAME MERGE NAME FIELD NAME MERGE NAME 6PosSalarySCD <<6PosSalarySCD>> 9PosSalarySCD <<9PosSalarySCD>> 6PosRow <<6PosRow>> 9PosRow <<9PosRow>> 6PosCol <<6PosCol>> 9PosCol <<9PosCol>> 6PosSalaryPosition <<6PosSalaryPosition>> 9PosSalaryPosition <<9PosSalaryPosition>> 6FTE <<6FTE>> 9FTE <<9FTE>> 7PosNumber <<7PosNumber>> 1AddenType <<1AddenType>> 7PosDesc <<7PosDesc>> 1AddenDesc <<1AddenDesc>> 7PosClass <<7PosClass>> 1AddenStart <<1AddenStart>> 7PosType <<7PosType>> 1AddenEnd <<1AddenEnd>> 7PosStart <<7PosStart>> 1AddenDays <<1AddenDays>> 7PosEnd <<7PosEnd>> 1AddenAmount <<1AddenAmount>> 7PosDays <<7PosDays>> 2AddenType <<2AddenType>> 7PosHours <<7PosHours>> 2AddenDesc <<2AddenDesc>> 7PosAmount <<7PosAmount>> 2AddenStart <<2AddenStart>> 7PosRate <<7PosRate>> 2AddenEnd <<2AddenEnd>> 7PosSalarySCD <<7PosSalarySCD>> 2AddenDays <<2AddenDays>> 7PosRow <<7PosRow>> 2AddenAmount <<2AddenAmount>> 7PosCol <<7PosCol>> 3AddenType <<3AddenType>>

FIELD NAME MERGE NAME FIELD NAME MERGE NAME 3AddenDesc <<3AddenDesc>> 10AddenDays <<10AddenDays>> 3AddenStart <<3AddenStart>> 10AddenAmount <<10AddenAmount>> 3AddenEnd <<3AddenEnd>> 11AddenType <<11AddenType>> 3AddenDays <<3AddenDays>> 11AddenDesc <<11AddenDesc>> 3AddenAmount <<3AddenAmount>> 11AddenStart <<11AddenStart>> 4AddenType <<4AddenType>> 11AddenEnd <<11AddenEnd>> 4AddenDesc <<4AddenDesc>> 11AddenDays <<11AddenDays>> 4AddenStart <<4AddenStart>> 11AddenAmount <<11AddenAmount>> 4AddenEnd <<4AddenEnd>> 12AddenType <<12AddenType>> 4AddenDays <<4AddenDays>> 12AddenDesc <<12AddenDesc>> 4AddenAmount <<4AddenAmount>> 12AddenStart <<12AddenStart>> 5AddenType <<5AddenType>> 12AddenEnd <<12AddenEnd>> 5AddenDesc <<5AddenDesc>> 12AddenDays <<12AddenDays>> 5AddenStart <<5AddenStart>> 12AddenAmount <<12AddenAmount>> 5AddenEnd <<5AddenEnd>> 13AddenType <<13AddenType>> 5AddenDays <<5AddenDays>> 13AddenDesc <<13AddenDesc>> 5AddenAmount <<5AddenAmount>> 13AddenStart <<13AddenStart>> 6AddenType <<6AddenType>> 13AddenEnd <<13AddenEnd>> 6AddenDesc <<6AddenDesc>> 13AddenDays <<13AddenDays>> 6AddenStart <<6AddenStart>> 13AddenAmount <<13AddenAmount>> 6AddenEnd <<6AddenEnd>> 14AddenType <<14AddenType>> 6AddenDays <<6AddenDays>> 14AddenDesc <<14AddenDesc>> 6AddenAmount <<6AddenAmount>> 14AddenStart <<14AddenStart>> 7AddenType <<7AddenType>> 14AddenEnd <<14AddenEnd>> 7AddenDesc <<7AddenDesc>> 14AddenDays <<14AddenDays>> 7AddenStart <<7AddenStart>> 14AddenAmount <<14AddenAmount>> 7AddenEnd <<7AddenEnd>> 15AddenType <<15AddenType>>


FIELD NAME MERGE NAME FIELD NAME MERGE NAME 7AddenDays <<7AddenDays>> 15AddenDesc <<15AddenDesc>> 7AddenAmount <<7AddenAmount>> 15AddenStart <<15AddenStart>> 8AddenType <<8AddenType>> 15AddenEnd <<15AddenEnd>> 8AddenDesc <<8AddenDesc>> 15AddenDays <<15AddenDays>> 8AddenStart <<8AddenStart>> 15AddenAmount <<15AddenAmount>> 8AddenEnd <<8AddenEnd>> 16AddenType <<16AddenType>> 8AddenDays <<8AddenDays>> 16AddenDesc <<16AddenDesc>> 8AddenAmount <<8AddenAmount>> 16AddenStart <<16AddenStart>> 9AddenType <<9AddenType>> 16AddenEnd <<16AddenEnd>> 9AddenDesc <<9AddenDesc>> 16AddenDays <<16AddenDays>> 9AddenStart <<9AddenStart>> 16AddenAmount <<16AddenAmount>> 9AddenEnd <<9AddenEnd>> TotalAmount <<TotalAmount>> 9AddenDays <<9AddenDays>> UserData1 <<UserData1>> 9AddenAmount <<9AddenAmount>> UserData2 <<UserData2>> 10AddenType <<10AddenType>> UserData3 <<UserData3>> 10AddenDesc <<10AddenDesc>> UserData4 <<UserData4>> 10AddenStart <<10AddenStart>> UserData5 <<UserData5>> 10AddenEnd <<10AddenEnd>> UserData6 <<UserData6>>

FIELD NAME MERGE NAME UserData7 <<UserData7>> UserData8 <<UserData8>> UserData9 <<UserData9>> UserData10 <<UserData10>> UserData11 <<UserData11>> UserData12 <<UserData12>> UserData13 <<UserData13>> UserData14 <<UserData14>> UserData15 <<UserData15>> UserData16 <<UserData16>> UserData17 <<UserData17>> UserData18 <<UserData18>> UserData19 <<UserData19>> UserData20 <<UserData20>> PrimaryWorkSite <<PrimaryWorkSite>> 1PosAmountAlpha <<1PosAmountAlpha>> 2PosAmountAlpha <<2PosAmountAlpha>> 3PosAmountAlpha <<3PosAmountAlpha>> 4PosAmountAlpha <<4PosAmountAlpha>> 5PosAmountAlpha <<5PosAmountAlpha>> 6PosAmountAlpha <<6PosAmountAlpha>> 7PosAmountAlpha <<7PosAmountAlpha>> 8PosAmountAlpha <<8PosAmountAlpha>> 9PosAmountAlpha <<9PosAmountAlpha>> 1AddenAmountAlpha <<1AddenAmountAlpha>> 2AddenAmountAlpha <<2AddenAmountAlpha>> 3AddenAmountAlpha <<3AddenAmountAlpha>> 4AddenAmountAlpha <<4AddenAmountAlpha>>


FIELD NAME MERGE NAME FIELD NAME MERGE NAME 5AddenAmountAlpha <<5AddenAmountAlpha>> 6AddenAmountAlpha <<6AddenAmountAlpha>> 7AddenAmountAlpha <<7AddenAmountAlpha>> 8AddenAmountAlpha <<8AddenAmountAlpha>> 9AddenAmountAlpha <<9AddenAmountAlpha>> 10AddenAmountAlpha <<10AddenAmountAlpha>> 11AddenAmountAlpha <<11AddenAmountAlpha>> 12AddenAmountAlpha <<12AddenAmountAlpha>> 13AddenAmountAlpha <<13AddenAmountAlpha>> 14AddenAmountAlpha <<14AddenAmountAlpha>> 15AddenAmountAlpha <<15AddenAmountAlpha>> 16AddenAmountAlpha <<16AddenAmountAlpha>> TotalAmountAlpha <<TotalAmountAlpha>>

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CUSTOM CONTRACT TEMPLATE Create a Word document to attach to the Custom Template Contract Type.

Capital City Elementary School District #1

SALARIED CONTRACT

THIS CONTRACT, made this 1st day of July year of 2017, by and between Capital City Elementary School District #1

(“the District”), and <<FirstName>> <<LastName>> (“the Supervisor”).

WITNESSETH:

1. That the District hereby employs said Supervisor to perform the duties of <<JobTitle>> so designated by the District and

to perform such other duties as specified by the District at any time during the term hereof, provided that the Supervisor

is properly certified and endorsed to perform said duties for a period of 1 years (<<1PosDays>> days per year), beginning

in the month and day of July 1, year of 2017, through the month and day of June 30, year of 2018, at a base salary

of $<<1PosAmount>> (<<TotalAmountAlpha>>) per year, plus any additional annual increments, and such other

monetary benefits accorded by the District to employees under contract for this position which may be described in a

separate addendum. Said salary shall be paid in equal biweekly installments.

2. In consideration of the promises and agreement of the District herein before recited, the Supervisor agrees to assume

the duties above recited at Capital City Elementary School District #1 on July 1, in the year 2015, and to faithfully

perform and discharge the same to the best of his/her ability and as directed by the District and to comply with the

applicable laws of the State of Infinite Visions, the duly adopted rules of the State Board of Education, and such

regulations, directives and policies as the Board of Trustees may legally prescribe which are, by reference, incorporated

in and made a part of this agreement the same as if set forth herein.

3. The District shall review this Contract during the 2017-2018 year of performance hereunder to consider employing the

Supervisor beyond the last year designated in this contract. If the District elects to employ the Supervisor beyond the

last year designated in this Contract, it shall offer the Supervisor a new Contract that reflects the new terms of

employment, unless one of the parties notifies the other party by the sooner of the date this Contract expires or the July

1st following the last school year of employment under this Contract, of the intent to discontinue employment.

4. It is hereby mutually stipulated and agreed by and between the parties hereto that nothing herein contained shall operate

or be construed as a waiver of any of the rights, powers, privileges, or duties of either party hereto, by and under the

laws of the State of Infinite Visions, otherwise than is herein expressly stated, and that no property rights attach to this

Contract beyond the term of this Contract.

IN WITNESS WHEREOF the District has caused this Contract to be executed in its name by its proper officials and the Supervisor

has executed the same all on the date first above written.

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Appendix B EMPLOYEE CONTRACTS Human Resources > Contracts > Employee Contracts

The Employee Contracts Actions commands allow a user to generate, edit, publish/unpublish, and expire contracts.

COMMAND DESCRIPTION

Create/Replace All Contracts Select this command to generate all contracts and replace any existing contracts with new ones.

Create/Replace Position Contracts Select this command to generate all position contracts and replace any existing position contracts with new contracts.

Create/Replace Supplemental Contracts Select this command to generate all supplemental contracts and replaces any existing supplemental contracts with new ones.

Create/Replace Contracts Shown in Grid Select this command to generate contracts and replace contracts for only those in the grid.

Get New Position Contracts After generating contracts, select this command to generate contracts for just new position assignments.

Get New Supplemental Contracts After generating contracts, select this command to generate contracts for only new supplemental pay assignments.

Copy Selected Contracts Select this command to copy the selected contracts. To copy a contract, the Is Contract field must = Yes and the Contract Status must be Accepted.

Update Selected Contract from Position

Select this command to overwrite the current contract with new Employee Position & Pay information. The contract Is Current field must = Yes, the Contract field is Unpublished, and no contract document attachment. A message displays if the contract is for a position no longer tied to the employee.

Multiple Employee Contract Updates Select this command to change the start date, end date, number of days, or update salary schedule amounts for all records in the grid.

Create Addenda Contracts from Excel Select this command to create an addenda contract by importing the addenda from Excel.

Build Mail Merge File

Select this command to create an Excel file to use with a word processing application to create a mail merge contract. Position Funding information displays in the spreadsheet as a separate workbook.

Expire Selected Published Contracts

Select this command to change the Contract Status of selected contracts from published to Expired. Expired contracts cannot be accepted or rejected. The Status date reflects the date and time of expiration.


COMMAND DESCRIPTION

Unpublish Selected Contracts Select this command to unpublish a contract. The employee contract status updates to display Unpublished.

Mass Update Selected: Assign Contract Documents

Select this command to mass assign contract documents to publish to the iVisions Web Portal.

Mass Update Selected: Publish Contracts

Select this command to publish contracts to the portal. Employees can review and sign contracts (Employees must be registered portal users). This command displays a message asking whether an email notification is to be sent to the employee. Employees with multiple contracts receive only 1 email. Refer to Publishing Accepting Contracts in the Portal to check the status of a contract.

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CONTRACTS 49 APPENDIX C

Appendix C PRINT CONTRACTS Human Resources > Contracts > Employee Contracts

Example of Leave Plan Sub Report


CONTRACTS 51 APPENDIX D

Appendix D QUICK REFERENCE DEFINE CONTRACTS

Regular Contract

In the Contract Maintenance grid, right-click and select Add. Enter information in all fields for all tabs as applicable.

Don’t forget to complete the UD Fields on the Elect. Signature tab w/information to be published on the Employee Contract Approval Page in iVisions.

Click OK to save the record.

Contract using a Template

Create a Word document using fields from the table in Appendix A.

In the Contract Maintenance grid double-click the CONTRACT to add the Word Template (the system ignores the other tabs for this contract type except the Elect Signature tab).

Complete the UD Fields on the Elect. Signature tab w/information to be published on the Employee Contract Approval Page in iVisions.

From the Actions menu, select Get Template.

Navigate to Custom Template and double-click Word document to associate it with the Contract.

Click OK to close the Edit Contract window.

ASSIGN CONTRACTS TO POSITIONS Employees > Employee Positions and Pay

Assign Manually

From the Name dropdown, select the employee.

Press ENTER.

On the Information tab select the contract from the Contract dropdown.

Click OK to save the change.


Mass Assign

Filter grid for Positions to mass assign a contract to.

From the Actions menu, select Mass Update.

From the Data field dropdown, select Contract.

From the second dropdown, select the contract to be assigned.

In the Reason for Change field, type “Assign Contract”.

Click OK to close the Update Position Data window.

Click Yes on the next Update Position Data window.

GENERATE CONTRACTS Contracts > Employee Contracts

Update the Salary Schedule with correct Projection amounts (see section 2 Salary Schedules).

From the Contract dropdown in the Filter Criteria select the Contract.


From the Actions menu, select Create/Replace All Contracts.

Note: There are other options available for this process.

In the Multiple Employee Contract Assignment window, choose the selection parameters as applicable and click OK.

Click Yes to proceed.

Employee Contract information is generated for all positions and supplemental pays that had a contract type assigned to them in the EE Positions and Pay window.

The next message is very important. It asks if Next Year Amounts are to be used. Click Yes to use Projected amounts or No to use Current amounts.

PRINT CONTRACTS

CREATE HR DOCUMENT TYPE Configuration > HR Document Types

In the HR Document Types grid, right-click and select Add.

In the Document Type field type “Contract Name”.

Mark the Show in Portal and Is Contract checkbox.

Mark Close this dialog after update? and click OK.

Navigate to Security > Workflow Configuration > Payroll User Roles to add Contract to HR Document Types tab for each role w/access as needed.


MASS PRINT CONTRACTS Reports > Contracts

In the Selection Parameters section, select the contract to print from the Contract dropdown.

In the Distribution Options section, mark the Append Contract to Employee Documents checkbox.

From the Document Type dropdown, select the contract.

Click OK. The system returns “Contracts have been added to the employee’s documents as (with the selected HR Document Type Name included)”.