This guidance is primarily aimed at customers who use both SelectHR and SelectPay as an integrated solution, although it is beneficial for non-integrated customers to process Fixed Term Contract employees in the same manner.
Overview
Processing Fixed Term Employees has to be actioned in a specific way in order to prevent data issues within the SelectPay system that require data correction to resolve.
This article will guide you on the best practice approach to entering Fixed Term Contract employees onto your system.
Create the employee
You will need to create the employee in the normal manner via the Create Employee workflow.
During the workflow, you should not enter an End Date into the Appointment record. You should only enter a Start Date.
The Career History record itself, which is created in the workflow after the Appointment, should have the Contract End Date populated with the expected End Date of the employee's contract.
The Pay History record for the employee should not be assigned a Fixed End Date. You should only assign a Pay From Date at this time.
Once the Appointment, Career, and Pay records have been created as per the guidance above, you should complete the rest of the Create Employee workflow as normal.
If the employee has their Fixed Term Contract extended
You should create a new Career History and Pay History record for them which represents the extension.
You can use the Copy Job & Pay Wizard, found in their Career History list, to create these records at the same time.
You should ensure the Effective Date of both the Career History and Pay History record you create is the day after the Contract End Date on their original Career History record.
The new Career History record should include a Contract End Date, but the new Pay History record should not have a Fixed End Date applied.
If the employee is being made permanent
You should create a new Career History and Pay History record to represent the transition from Fixed Term to Permanent.
Use the Copy Job & Pay Wizard, found in their Career History list, to create the new records.
Set the Effective Date of both records to the day after the Contract End Date on their previous Career History record.
You should not populate a Contract End Date on the new Career History record, and you should not populate a Fixed End Date on the new Pay History record.
If the Fixed Term employee leaves at their Contract End Date
You should use the Leaver Workflow to make the employee a leaver.
Only do this when you are 100% sure that the employee is leaving at the end of their contract. All Pay History records will end when the employee is made a leaver, and this cannot be reversed in SelectPay.