Managing Secondment

This chapter provides an overview of secondment management and discusses how to:

• Set up external secondments.

• Set up internal secondments.

• End or return from secondments.

• Manage contributions for employees on external secondment.

Understanding Secondment Management

Manage French Public Sector manages employee secondment by distinguishing between external and internal secondment:

• For an external secondment, the employee's home organization differs from the host organization.

• For an internal secondment, the home and the host organization are the same.

While on external secondment, an employee is referred to as a received employee by the host organization and a sent employee by the home organization.

Prerequisites

Before you begin entering secondment positions, you must define authorized actions for employees on secondment for each civil service position.

To define authorized actions for employees on secondment:

1. Access the CS Position/Actions page.

2. Distinguish between employees on secondment and employees not on secondment for each action.

See Also

Authorizing Actions by Civil Service Position

Setting Up External Secondments

This section discusses how to:

• Hire an employee on external secondment.

• Register a sent employee.

• Enter secondment information.

Page Used to Set Up External Secondments

Hiring an Employee on External Secondment

The Employee on Secondment position is recorded during the Initialize Status step of the hiring process.

To hire an employee on external secondment:

1. Access the Civil Service Position Data page.

2. Select Employee on Secondment.

3. Select External Secondment.

4. Click Secondment Information to enter the employee's home organization on the Secondment Information page.

See Also

Initializing Employee Status

Registering a Sent Employee

The secondment position is recorded in the Chg Civil Service Position FPS component.

To register a sent employee:

1. Access the Civil Serv Posn Overall Data page.

2. Select an action generating a secondment position.

3. Access the Civil Service Position Data page.

4. Select External Secondment in the Secondment group box.

5. Indicate the secondment expected end date.

Entering Secondment Information

Access the Secondment Information page (click the Secondment Information button on the Civil Service Position Data page).

Receiving Organization and Liable Organization	Select the organization. The Liable Organization check box is automatically selected if appropriate for this organization.
Job Leads to Civil Pension	Select if the secondment position must imply a call from the "employee" contribution. Depending on the job in the host organization, either the host organization must calculate and deduct the employee contribution (the check box is selected), or the home organization must calculate it and send the employee the share to be paid (the check box is deselected).
Title Number	Enter call letters identifying the position. This information is mandatory if contributions are calculated in your organization.

See Also

Defining Civil Service Positions

Managing Contributions for Employees on External Secondment

Setting Up Internal Secondments

For internal secondment, the employee has two records in Manage French Public Sector: the initial record and the secondment record. In the initial record, the employee's civil service position is On Secondment. In the secondment record, the employee is Employee on Secondment with an Active civil service position. Then both careers can develop concurrently.

This section discusses how to:

• Record secondment on the employee's initial record.

• Create a secondment record.

Recording Secondment on the Employee's Initial Record

To record a secondment:

1. Access the Civil Serv Posn Overall Data page.

2. Select an action generating a secondment position.

3. Access the Civil Service Position Data page.

4. Select Internal Secondment in the Secondment group box.

5. Indicate the secondment expected end date.

Creating a Secondment Record

Creating a concurrent employee record is just like hiring a new employee. The action code is set up in the Add Concurrent Empl Record FPS component.

To create a new internal secondment record:

1. Access the Status page of the Add Concurrent Empl Record FPS component.

2. Enter the employee ID and change the record number to 9.

   Note. In Manage French Public Sector, an internal secondment record number is always 9. This record number is mandatory.

3. Complete the Status page.

4. Access the Civil Service Position Data page.

5. Select Employee on Secondment.

6. Select Internal Secondment.

7. Enter the employee's business unit, department, and job code.

8. Save.

   When you save, the system checks if, on the given date, the employee's civil service position is Secondment in the initial record. If this is not the case, an error message appears, and you must record the secondment in the initial record.

See Also

Managing Civil Service Positions

Hiring French Public Sector Employees

Ending or Returning from Secondment

This section discusses how to:

• Update records for received employees.

• Update records for sent employees.

Updating Records for Received Employees

The end of secondment in a host organization implies the end of the employee's records in the organization.

To end secondment for received employees:

1. Access the Civil Serv Posn Overall Data page in the Chg Civil Service Position FPS component.

2. Select a terminating type of event.

See Also

Managing Civil Service Positions

Updating Records for Sent Employees

When employees return from secondment, their civil service positions in the home organization change.

To process returning employees:

1. Access the Civil Serv Posn Overall Data page.

2. Select an action.

3. Access the Civil Service Position page.

4. Select None in the Secondment group box.

See Also

Authorizing Actions by Civil Service Position

Managing Contributions for Employees on External Secondment

This section provides overviews of the contribution share calculation and secondment period modifications, lists prerequisites, and discusses how to:

• Identify and calculate deductions.

• Edit call letters.

Understanding Contribution Share Calculation

The civil pension contribution share equals the rate multiplied by the contribution basis.

Contributions are based on the grade/step of the employee in the home organization and are then calculated by the home organization while the employee is sent on secondment to another organization.

The contribution basis is expressed by the following formula:

Contribution basis = Increased index x Point value x Proration ratio in host org

A secondment proration ratio is determined from the secondment work time percentage. It depends on civil service position and work time percentage.

If an employee is in a step, the contribution basis takes into account:

• The increased index (deducted from gross index) in the home organization.

• The point value in the home organization.

• The secondment proration ratio.

If an employee is in a substep, the contribution basis takes into account:

• The annual compensation associated with the scale-letter / substep in home organization.

• The secondment proration ratio.

Understanding Secondment Period Modifications

A semester can be divided into several periods. Within the semester, dates are limited by an event associated with one of the following elements:

Calculations are on a thirtieth pro rata basis and are rounded down to the nearest Euro.

The system determines the employee contribution amount for a semester by compiling the results of each semester elementary period. The results for each period and the total semester are stored.

Prerequisites

Before you calculate secondment contributions, you must define the host organization, the status/population codes, the employer rate, and the secondment itself. You must leave the Job Leads to Civil Pension check box deselected and assign a title number on the Secondment Information page.

To set up secondment contributions:

• Use the Type of Organization, Sub-types of Organization, and Organization pages to define host organization types and subtypes, and the organizations themselves.

• Link contribution rates and statuses by associating an employee contribution rate code with each status on the Status/Population Codes page.

• Define the employer rate contribution on the Employer Contribution Rate page.

• Run the merge process between Manage French Public Sector (FPS) and HR data.

See Also

Setting Up Host Organizations

Defining Status and Population Codes

Establishing the Employer Contribution Rate

Setting Up External Secondments

Setting Up Internal Secondments

Merging French Public Sector and HR Files

Pages Used to Manage Contributions for Employees on External Secondment

Identifying and Calculating Deductions

Access the Calculate Contribution FPS page in correction mode (Workforce Administration, Collective Processes, Calculate Contribution FPS, Calculate Contribution FPS).

From Date and End Date	The end date is automatically set to six months after the start date, but you can modify this date.
ID and Empl Rcd Nbr (employee record number)	Enter one or both. When left blank, the system calculates all employees' contributions.
Checking Start Date	The system checks that no retroactive modifications affect existing calculations between the check start date and the semester start date. By default, the period checked is 10 years.
Info From FPS	Select to import required data from the home organization.

Click Run. The system identifies employee deductions by employee ID, semester, title number, and sequence number.

After the calculation, you can review the contributions and access the Review Payment Cont FPS component (Workforce Administration, Collective Processes) to indicate whether the employee payment has been made.

Editing Contribution Call Letters

Access the Contribution Call Letter FPS page in correction mode (Workforce Administration, Collective Processes, Contribution Call Letter FPS, Contribution Call Letter FPS).

Call letters are those elements on the settlement/payment record that define the employer and employee contribution shares. Contribution call letters contain the employee's address and the contribution amounts. You must run the Calls for Entitlement process (FPA1100) before editing call letters.

To edit call letters:

1. Enter the employee ID and record number.

2. Enter the start and end dates. These dates define the edit period.

3. Run one of the following Crystal reports:

   • FPACNTR: edit call letters for the employee share.

   • FPACNTR2: edit call letters for the employer share.