This chapter contains these topics:
Section 68.2, "Identifying Non-Standard Dates for All Contract Calendars,"
Section 68.4, "Updating Employee Records for Contract Calendars."
Many public service organizations, such as schools and public safety agencies, work under yearly contracts that specify the number of days employees will work. You can set up a calendar that identifies each date in the contract.
If your organization uses different contracts for different types of employees or locations, you can set up more than one contract calendar. When the system creates the contract calendar, it assigns each date a day value of one standard working day. (A day value is a multiple of a standard working day.) You must identify the dates that are not standard working days, for example, holidays, so that the calendar will assign the correct value for each day in calendar.
Because contract days vary from year to year, you must update contract calendar information each year. To update this information, you can either create a new contract calendar each year, or you can revise an existing calendar to reflect the appropriate information for the new year. You can also revise an existing calendar for the current year if you need to correct information.
When you create a new calendar for the next year or revise an existing calendar, you can run a program that automatically updates the employee records for the new or revised calendar.
Activate contract calendars in your human resources constants. See Section 64.2, "Setting Up Position Control Information."
From Human Resources (G08), choose Position Control
From Position Control (G08P1), enter 27
From Position Control Advanced and Technical Operations (G08P3), choose Contract Calendar Master
If your organization uses contract calendars, you can set up a user defined code table that identifies all of the days that are not standard working days. When you identify a non-standard workday, you also identify its day value. When the system creates the contract calendar, it uses this user defined code table.
If you need to set up several contract calendars with the same non-standard dates, you can save time by defining them in the user defined code table. You can override any information from the user defined code table on the contract calendar.
If you need to set up several calendars that have different non-standard dates, you can set up the user defined code table with the non-standard dates that are common to all of the calendars. Before you set up each calendar, you can revise the user defined code table to add the non-standard dates that are specific to that calendar.
Frequently, this user defined code table is called the holiday calendar. You can also use it to define other non-standard workdays. Include the following types of non-standard dates in the user defined code table:
To identify non-standard dates for all contract calendars
Figure 68-1 Contract/Calendar Master screen
Choose the Holiday Table function.
Figure 68-2 User Defined Code Revisions screen
On User Defined Code Revisions for each non-standard day in the contract, enter the date as YYMMDD in the following field:
Code
To define the day, complete the following field:
Description
If the date has a positive (greater than 0) day value, complete the following field:
Description 2
From Human Resources (G08), choose Position Control
From Position Control (G08P1), enter 27
From Position Control Advanced and Technical Operations (G08P3), choose Contract Calendar Master
For employees whose work days are specified by contract, you must create a contract calendar that you attach to the employees' records. The contract calendar:
Creates and maintains the workdays and non-standard days for the duration of the contract
Identifies the workday value for each date in the calendar
Identifies how many days remain in the contract from any date
The contract calendar applies the information from the user defined code table 05/HL to assign the day value for each date that is included in that table. For all other dates within the beginning and ending range of the contract (except weekends), the contract calendar assigns each date a day value of 1.
To override these day values, you can:
On the contract calendar, manually enter a different day value for a specific date
Specify in the processing options that weekends are to be assigned a day value
After you create a contract calendar, you can revise it if you need to change day values. For example, you can:
Change a working day to a holiday
Extend a one day-value to more than one day, for example, 1.5
Decrease a one-day value to less than one day, for example, 0.5
Because contract days vary from year to year, you must set up contract calendar information each year. To create a calendar for next year, you can either revise an existing calendar or create a new one.
Typically, you can save time by creating a new calendar. However, if you choose to revise an existing calendar that has employee records attached to it, you can create a pending calendar. The pending calendar allows you to analyze and adjust calendar information before you apply that information to the employee records that are attached to the calendar. When you update the existing calendar with the pending information, the system automatically updates the employee records, based on the new day values.
Creating contract calendars includes:
Creating an initial calendar
Revising a calendar
Set up user defined code table 05/HL to identify the holidays and other non-standard working days for all of your organization's contract calendars. See Section 68.2, "Identifying Non-Standard Dates for All Contract Calendars."
Figure 68-3 Contract/Calendar Master screen
Complete the following fields and press Enter:
Contract Calendar Code
Description
Start Date
Stop Date
School Year
Review the information in the following fields:
Days in Contract
Total Day Value
Access the detail area.
Figure 68-4 Contract/Calendar Master (Detail) screen
For the first month in the calendar, review the values in the following fields:
Day Value
Sum of Day Values Remaining
(On the form, these fields are unlabeled.)
If necessary, for any of the days in the month, change the value in the following field:
Day Value
When you have finished changing day values for a month, press Enter.
Choose the Roll Up function to move to the next month in the calendar.
For each month in the calendar, repeat steps 4 through 7.
To save the information you entered, choose the Update function.
The system recalculates the calendar and updates the following fields:
Total Day Value
Sum of Day Values Remaining
Field | Explanation |
---|---|
Contract/Calendar Code | A code that identifies a yearly contract that specifies the number of days that employees work. After you create a contract calendar, you can attach it to employee and position records. |
Start Date | The date that an employee may begin participating in the company's benefits plans or may be included in payroll processing.
You can also use this field to provide a beginning date for seasonal employees or for employees who work only part of the year (such as a teacher who works only nine months of the year). Form-specific information The date on which a contract calendar begins. When you enter a zero day value for the date that corresponds to the start date for a contract calendar, the system automatically updates the start date to the next date that has a positive day value. For example, assume that:
When you update the calendar, the system updates the value in the Start Date field to 01/02/06. |
Stop Date | The date that an employee's pay stops. This date is used to provide for employees who are seasonal or for employees who work only part of the year (such as a teacher who works only nine months of the year). See also data item PSDT.
It may also be the date that a deduction, benefit, or instruction stops. Form-specific information The date on which a contract calendar ends. When you enter a zero day value for the date that corresponds to the stop date for a contract calendar, the system automatically updates the stop date to the next date that has a positive day value. For example, assume that:
When you update the calendar, the system updates the value in the Stop Date field to 12/27/06. |
School Year | A field denoting the school year for a contract calendar. If you leave this field blank, the default value is the start date for the contract calendar. |
Days in Contract | The number of work days in a year. The number of standard days per year multiplied by the number of hours per day equals the standard hours per year. When you have set up the human resources constants to use the pay grade step table as the default pay rate source, the system calculates the salary for an employee by multiplying the standard days per year by the employee's hourly rate.
Form-specific information The total number of work days included in a contract calendar. |
Day Value | The equivalent number of days of pay that a contract calendar work date is worth. For example, on a contract calendar for teachers, a regular work day typically has a day value of 1, while a day on which teachers have parent conferences might have a day value of 1.5. |
Total Day Value | The sum of the day values in a contract calendar. A day value is the equivalent number of days of pay that a contract calendar work date is worth. |
Sum of Day Values Remaining | The sum of the day values in a contract calendar from a given date to the end of the contract calendar. A day value is the equivalent number of days of pay that a contract calendar work date is worth. |
On Contract/Calendar Master
To locate a calendar that you want to revise, complete the following field:
Contract Calendar Code
Change the information in the following field:
Description
To specify the dates associated with the revised calendar, change the values in the following fields:
Start Date
Stop Date
School Year
For each month in the calendar, change as many of the dates in the following field as necessary, and press Enter:
Day Value
Choose the Update function.
If employee records are attached to the current calendar, the Mode Prompt Window appears.
On the Mode Prompt Window, complete the following field:
Mode
From Human Resources (G08), choose Position Control
From Position Control (G08P1), enter 27
From Position Control Advanced and Technical Operations (G08P3), choose Recalculate C/C Salary
When you create a contract calendar for a new year, and the employee records that you need to attach to this calendar are currently attached to a calendar for a previous year, you can run a program that transfers those employee records to the new calendar. You run this program only if you created a new calendar that is not based on the previous year's calendar. When you revise an existing calendar, the system runs this program automatically.
When you run this program, the system recalculates the following information for each employee, based on the values you entered for the new calendar:
Daily rate of pay
Current salary
Annualized salary
The salary an employee was paid before the employee received a pay change
To verify information before you update employee records, you can run this program in proof mode.