diff --git a/content/applications/hr/payroll.rst b/content/applications/hr/payroll.rst index a544aab79..3ec63bb49 100644 --- a/content/applications/hr/payroll.rst +++ b/content/applications/hr/payroll.rst @@ -357,3 +357,8 @@ Resume Currently, the :guilabel:`Resume` feature found inside the :menuselection:`Payroll app --> Configuration` menu is still in development and only serves a specific use case for Belgian markets. The documentation will be updated when this section has matured to more markets. + +.. toctree:: + :titlesonly: + + payroll/contracts diff --git a/content/applications/hr/payroll/contracts.rst b/content/applications/hr/payroll/contracts.rst new file mode 100644 index 000000000..7e7dbc143 --- /dev/null +++ b/content/applications/hr/payroll/contracts.rst @@ -0,0 +1,225 @@ +========= +Contracts +========= + +Every employee in Odoo is required to have a contract in order to be paid. A contract outlines the +terms of an employee's position, their compensation, their working hours, and any other details +about their position. + +.. important:: + Contract documents (PDFs) are uploaded and organized using the *Documents* application, and are + signed using the *Sign* application. Ensure these applications are installed in order to send and + sign contracts. Please refer to the :doc:`/applications/finance/documents` and + :doc:`/applications/finance/sign` documentation. + +To view the employee contracts, go to the :menuselection:`Payroll app --> Employees --> Contracts` +from the top menu. All employee contracts, and their current contract status, are displayed in a +default kanban view. The default view displays both running contracts and contracts that need +action. Expired and canceled contracts are hidden in the default view. + +.. image:: contracts/contracts-overview.png + :align: center + :alt: Contracts dashboard view showing running contracts and contracts with issues. + +.. note:: + The list of contracts in the *Payroll* application matches the list of contracts in the + *Employees* application. The default contracts view in the *Payroll* application displays running + contracts and contracts needing attention, while the default contracts view in the *Employees* + application displays all contracts in a kanban view, organized by their stage, regardless of + status. All contracts can be viewed by changing the filters. + +Create a new contract +===================== + +In order for an employee to be paid, an active contract is required. If a new contract is needed, +click the :guilabel:`Create` button on the contracts dashboard. A contract form appears where the +information can be entered. Required fields are underlined in bold. + +Required fields +--------------- + +.. image:: contracts/required-fields.png + :align: center + :alt: New contract form to be filled in when creating a new contract. + +- :guilabel:`Contact Reference`: Type in the name or title for the contract, such as `John Smith + Contract`. +- :guilabel:`Company`: Select the company the contract applies to by clicking on the drop-down menu. + A new company can be created by typing the name in the field, then clicking either + :guilabel:`Create` to create the new company, or :guilabel:`Create and Edit` to create the new + company and edit the company details. +- :guilabel:`Salary Structure Type`: Select one of the salary structure types from the drop-down + menu. The default salary structure types are :guilabel:`Employee` or :guilabel:`Worker`. A new + salary structure type can be created by typing the name in the field. +- :guilabel:`Start Date`: The date the contract starts. Choose a date by clicking on the drop-down + menu, navigating to the correct month and year by using the :guilabel:`< > (arrow)` icons, then + clicking on the :guilabel:`date`. +- :guilabel:`Working Schedule`: Select one of the working schedules from the drop-down menu. + +.. tip:: + The :guilabel:`Working Schedule` drop-down menu displays all the working times for the selected + :guilabel:`Company`. To modify or add to this list, go to :menuselection:`Payroll --> + Configuration --> Working Times` and either :guilabel:`Create` a new working time or click on an + existing working time and edit it by clicking :guilabel:`Edit`. + +Optional fields +--------------- + +- :guilabel:`Employee`: Name of the employee that the contract applies to. +- :guilabel:`Department`: The department the contract applies to. +- :guilabel:`Job Position`: The specific job position the contract applies to. +- :guilabel:`Contract Type`: Choose from :guilabel:`CDI`, :guilabel:`CDD`, or :guilabel:`PFI` from + the drop-down menu. + + - :guilabel:`CDI` is an open-ended contract with only a start date but no end date. + - :guilabel:`CDD` is a contract with both a start date and an end date. + - :guilabel:`PFI` is a Belgian-specific contract used when hiring employees that need training, + and covers the training period specifically. + +- :guilabel:`End Date`: If the contract has a specific end date, click the drop-down menu, navigate + to the correct month and year using the arrow icons, then click on the date. +- :guilabel:`HR Responsible`: If there is a specific person in HR that is responsible for the + contract, select the person from the drop-down menu. +- :guilabel:`Analytic Account`: This field allows a link between the contract and a specific + analytic account for accounting purposes. + +Contract details +---------------- + +The contract details section allows for the addition and editing of a contract, and the ability to +send the contract to the employee for approval and signatures. + +.. image:: contracts/contract-details.png + :align: center + :alt: Contract details in optional tabs for a new contract. + +- :guilabel:`Contract Template`: Select a pre-existing contract template from the drop-down menu. + Contract templates are typically created through the *Recruitment* application. +- :guilabel:`New Contract Document Template`: Select a contract from the drop-down menu to be + modified for this new employee contract. +- :guilabel:`Contract Update Document Template`: Select a contract from the drop-down menu if the + employee has an existing contract that requires updating. +- :guilabel:`Notes`: The notes field is a text field where any notes for the employee contract can + be entered for future reference. + +Modifying a contract +~~~~~~~~~~~~~~~~~~~~ + +Click the :guilabel:`External Link` button at the end of each line to open the corresponding +contract template and make any changes. + +.. image:: contracts/external-link.png + :align: center + :alt: Contract details in optional tabs for a new contract. + +A pop-up window appears with all the contract details. Modify the fields for the contract as needed. + +.. image:: contracts/modify-contract.png + :align: center + :alt: Edit the details for the contract. + +- :guilabel:`Tags`: Select any tags associated with the contract. +- :guilabel:`Signed Document Workspace`: This is where the signatures are stored. Choose a + pre-configured workspace or create a new one. +- :guilabel:`Signed Document Tags`: Select or create any tags associated only with the signed + contract as opposed to the original unsigned contract. +- :guilabel:`Redirect Link`: Enter a redirect link for the employee to access the contract. A + redirect link takes the user from one URL to another, in this case, to the newly updated contract + specifically written for them. +- :guilabel:`Who can Sign`: Select either :guilabel:`All Users` or :guilabel:`On Invitation`. + + - :guilabel:`All Users`: Any user in the organization can sign the contract. + - :guilabel:`On Invitation`: Only users selected in this field can sign the contract. + +- :guilabel:`Invited Users`: Select the person(s) that can sign the document. +- :guilabel:`Document`: The attached document can be replaced by clicking the :guilabel:`✏️ + (pencil)` icon. A pop-up window appears so another document can be selected for upload. The file + must be a PDF. To remove the document, click the :guilabel:`🗑️ (trash can)` icon. + +Once the edits are complete, click the :guilabel:`Save` button. All the information for the selected +contract template populates the fields in the :guilabel:`Salary Information` tab. Any additional +tabs, such as :guilabel:`Personal Documents`, appears if applicable. + +Salary information +------------------ + +.. image:: contracts/salary-info.png + :align: center + :alt: Optional tabs for a new contract. + +This section is where the specific salary details are defined. This section is country-specific, so +depending on where the company is located, these fields may vary. + +Enter the amount in the various fields, or check a box to apply a benefit. Some options that can be +entered here include :guilabel:`Meal Vouchers`, :guilabel:`Fuel Card`, :guilabel:`Internet`, +:guilabel:`Paid Time Off`, etc. + +Some fields may be automatically filled in based off of the contracts selected in the +:guilabel:`Contract Details` tab. + +Attachment of salary +-------------------- + +Any automatic deductions or allocations for an employee, such as child support payments and wage +garnishments, are referred to as a *salary attachment*. This section is where all of these +deductions or allocations are set. + +To add a new deduction, click :guilabel:`Add a line`. Type in a description for the allocation under +:guilabel:`Description`. + +.. image:: contracts/garnishment.png + :align: center + :alt: Enter a new line for each type of garnishment. + +Select the :guilabel:`Garnished Type` from the drop-down menu. Choose from: + +- :guilabel:`Attachment of Salary`: Any payments taken out towards something that is *not* child + support. Typically any garnishments such as lawsuit payments, payments toward taxes owed, etc. +- :guilabel:`Assignment of Salary`: Any deduction that is not required but voluntary, such as a + pre-tax allocation to a college savings account. +- :guilabel:`Child Support`: Any payments taken out specifically for child support. + +Enter the start and end dates the entry applies to. Click on the drop-down menu under +:guilabel:`From` and :guilabel:`To`, navigate to the correct month and year by using the +:guilabel:`< > (arrow)` icons, then click on the :guilabel:`date`. + +Last, enter the :guilabel:`Amount` that each payslip pays towards the entry. + +To delete a line, click the :guilabel:`🗑️ (trash can)` icon at the end of the line. + +Save and send the contract +-------------------------- + +Once a contract has been created and/or modified, save the contract by clicking the :guilabel:`Save` +button. Next, the contract must be sent to the employee to be signed. + +Click on one of the following buttons to send the contract to the employee: + +.. image:: contracts/send-contract.png + :align: center + :alt: Send the contract to the employee via one of the buttons. + +- :guilabel:`Generate Simulation Link`: This option is for Belgian companies only. Clicking this + opens a pop-up window that contains the basic information from the contract as well as a link for + the contract when using the salary configurator. Click :guilabel:`Send Offer` to send an email to + the employee so they can sign the contract. + + .. image:: contracts/simulation.png + :align: center + :alt: Sends a link to the employee for the contract. + + .. note:: + In order to send a contract using the :guilabel:`Generate Simulation Link`, there must be a + signature field in the contract PDF being sent to the employee so they can sign it. + +- :guilabel:`Signature Request`: Click this and a pop-up window appears where an email can be typed + to the employee. Select the document, such as a contract, NDA, or Homeworking Policy, from the + drop-down menu, and fill out the email section. Click :guilabel:`Send` when the email is ready to + be sent. + + .. image:: contracts/sign-contract.png + :align: center + :alt: Request a signature for the contract via email. + +- :guilabel:`Credit Time`: This option is for Belgian companies only. 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