# 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, 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 to send and sign contracts. Please refer to the {doc}`../../productivity/documents` and {doc}`../../productivity/sign` documentation. ::: To view the employee contracts, go to the {menuselection}`Payroll app --> Contracts --> Contracts` from the top menu. All employee contracts, and their current contract status, are displayed in a Kanban view, by default. The Kanban view displays running contracts, contracts that require action, expired contracts, and cancelled contracts. ```{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. ::: (payroll-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 {guilabel}`Contracts` dashboard. A contract form appears where the information can be entered. Required fields are underlined in bold. ## New contract form (payroll-gen-info)= ## General information section - {guilabel}`Contact Reference`: type in the name or title for the contract, such as `John Smith Contract`. This field is **required**. - {guilabel}`Employee`: using the drop-down menu, select the employee that the contract applies to. - {guilabel}`Contract Start Date`: the date the contract starts. To choose a date, click the drop-down menu, navigate to the correct month and year with the {guilabel}`< > (arrow)` icons, then click on the desired date. This field is **required**. - {guilabel}`Contract End Date`: if the contract has a specific end date, click the drop-down menu, navigate to the correct month and year with the {guilabel}`< > (arrow)` icons, then click on the desired date. - {guilabel}`Working Schedule`: select one of the working schedules from the drop-down menu. This field is **required**. :::{tip} The {guilabel}`Working Schedule` drop-down menu displays all the working schedules for the selected company. To modify or add to this list, go to {menuselection}`Payroll app --> Configuration --> Working Schedules`. Click {guilabel}`New`, and create a new working schedule, or click on an existing working schedule and make edits. ::: - {guilabel}`Work Entry Source`: select how the {doc}`work entries ` are generated. This field is **required**. Click the radio button next to the desired selection. The options are: - {guilabel}`Working Schedule`: work entries are generated based on the selected {guilabel}`Working Schedule`. - {guilabel}`Attendances`: work entries are generated based on the employee's check-in records in the *Attendances* application. (This requires the *Attendances* application). - {guilabel}`Planning`: work entries are generated based on the planned schedule for the employee from the *Planning* application. (This requires the *Planning* application). - {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 {ref}`new salary structure type ` can be created, if needed. - {guilabel}`Department`: select the department the contract applies to from the drop-down menu. - {guilabel}`Job Position`: select the specific job position the contract applies to from the drop-down menu. :::{note} If the selected {guilabel}`Job Position` has a contract template linked to it with a specific {guilabel}`Salary Structure Type`, the {guilabel}`Salary Structure Type` changes to the one associated with that {guilabel}`Job Position`. ::: - {guilabel}`Wage on Payroll`: enter the employee's monthly wage. - {guilabel}`Contract Type`: choose either {guilabel}`Permanent`, {guilabel}`Temporary`, {guilabel}`Seasonal`, {guilabel}`Full-Time`, or {guilabel}`Part-Time` from the drop-down menu. :::{figure} contracts/required-fields.png :align: center :alt: |- : New contract form to be filled in when creating a new contract, with required fields : outlined in red. ::: - {guilabel}`Contact Reference`: type in the name or title for the contract, such as `John Smith Contract`. This field is **required**. - {guilabel}`Employee`: name of the employee the contract applies to. - {guilabel}`Contract 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 {icon}`fa-chevron-left` {icon}`fa-chevron-right` {guilabel}`(arrow)` icons, then clicking on the desired date. This field is **required**. - {guilabel}`Contract End Date`: the date the contract ends. Choose a date by clicking on the drop-down menu, navigating to the correct month and year by using the {icon}`fa-chevron-left` {icon}`fa-chevron-right` {guilabel}`(arrow)` icons, then clicking on the desired date. This field is **required**. - {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. This field is **required**. - {guilabel}`Working Schedule`: select one of the working schedules from the drop-down menu. This field is **required**. - {guilabel}`Department`: the department the contract applies to. - {guilabel}`Job Position`: the specific job position the contract applies to. - {guilabel}`Wage on Payroll`: the amount to be paid to the employee each month. - {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}`HR Responsible`: if there is a specific person in HR that is responsible for the contract, select the person from the drop-down menu. This field is required. :::{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 app --> Configuration --> Working Times`, and either {guilabel}`Create` a new working time, or click on an existing working time, then edit it by clicking {guilabel}`Edit`. ::: - {guilabel}`Yearly Cost (Real)`: this field automatically updates after the {guilabel}`Schedule Pay` and {guilabel}`Wage` fields are entered. This amount is the total yearly cost for the employer. This field can be modified. However, if this is modified, the {guilabel}`Wage` field updates, accordingly. Ensure both the {guilabel}`Wage` and {guilabel}`Yearly Cost (Real)` are correct if this field is modified. - {guilabel}`Monthly Cost (Real)`: this field automatically updates after the {guilabel}`Schedule Pay` and {guilabel}`Wage` fields are entered. This amount is the total monthly cost for the employer. This field **cannot** be modified, and is calculated based on the {guilabel}`Yearly Cost (Real)`. ```{image} contracts/salary-info.png :align: center :alt: Optional tabs for a new contract. ``` ## Contract Details tab The {guilabel}`Contract Details` tab allows for the addition and editing of a contract, along with specifying which template to use when a new contract is created. These fields **must** be populated in order to create a new contract. :::{important} To access the various contract template fields in the {guilabel}`Contract Details` tab, the *Salary Configurator* (`hr_contract_salary`) module **must** be {ref}`installed `. When the *Salary Configurator* module is installed, the *Salary Configurator - Holidays* and *Salary Configurator - Payroll* modules install, as well. Once the modules are installed, the database reverts to the main dashboard. ::: - {guilabel}`Contract Template`: select a pre-existing contract template from the drop-down menu. Contract templates are typically created through the configuration menu, and stored in the *Documents* application. ### Sign section - {guilabel}`HR Responsible`: select the person who is responsible for validating the contract from the drop-down menu. This field is required. - {guilabel}`New Contract Document Template`: select a contract from the drop-down menu to be modified for this new employee contract. These documents are stored in the *Sign* application. - {guilabel}`Contract Update Document Template`: select a contract from the drop-down menu, if the employee has an existing contract that requires updating. These documents are stored in the *Sign* application. :::{important} The {guilabel}`HR Responsible`, {guilabel}`New Contract Document Template`, and {guilabel}`Contract Update Document Template` fields are only visible if the *Sign* application is installed, along with the `hr_contract_salary` and `hr_contract_salary_payroll` {doc}`modules <../../general/apps_modules>`. The *Sign* application is where the contract templates are stored. This application is required for an employee to sign any contract. ::: ### Accounting section - {guilabel}`Analytic Account`: select the account the contract affects from the drop-down menu. It is recommended to check with the accounting department to ensure the correct account is selected. ### Part Time section - {guilabel}`Part Time`: tick this box if the employee is working part-time. When active, additional fields appear: - {guilabel}`% (Percentage)`: enter the percent of time the employee works as compared to a full-time employee. - {guilabel}`Standard Calendar`: select the working hours that a typical full-time worker uses from the drop-down menu. - {guilabel}`Part Time Work Entry Type`: select the work entry type that generates the balance of a full-time working schedule. ```{eval-rst} .. example:: If a full-time employee works 40 hours a week, and the employee works 20, enter `50` in the :guilabel:`% (Percentage)` field (50% of 40 hours = 20 hours). The employee generates twenty (20) hours of work entries under the work entry type `part-time`, and another twenty (20) hours of work entries under the work entry type `generic time off`, for a total of forty (40) hours worth of work entries. ``` ### Notes section - {guilabel}`Notes`: a text field where any notes for the employee contract are entered for future reference. ```{image} contracts/contract-details.png :align: center :alt: Contract details in optional tabs for a new contract. ``` - {guilabel}`Analytic Account`: this field allows a link between the contract and a specific analytic account for accounting purposes. - {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. ### Modify a contract template Click the {icon}`fa-external-link` {guilabel}`(external Link)` icon at the end of either the {guilabel}`New Contract Document Template` or {guilabel}`Contract Update Document Template` to open the corresponding contract template, and proceed to make any desired changes. Click the {guilabel}`Upload your file` button next to the corresponding document, navigate to the file, then click {guilabel}`Open` to select the document and add it to the tab. #### Modifying contract templates Contracts templates can be modified at any point when changes are needed. - {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. To create a new {guilabel}`Signed Document Workspace`, type in the name of the workspace, then click either {guilabel}`Create` to add the new workspace, or {guilabel}`Create and Edit` to add the workspace and modify the workspace details. - {guilabel}`Signed Document Tags`: select or create any tags that are only associated 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, it takes them 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 (or people) that can sign the document. - {guilabel}`Document`: the attached document can be replaced by clicking the {icon}`fa-pencil` {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 {icon}`fa-trash-o` {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 these fields vary, depending on where the company is located. Enter the amount in the various fields, or tick a checkbox to apply a benefit. Some options that can be entered here include {guilabel}`Group Insurance Sacrifice Rate` and {guilabel}`Canteen Cost`, for example. Some fields may be automatically filled in as other fields are entered. For example, the {guilabel}`Yearly Cost (Real)` and {guilabel}`Monthly Cost (Real)` updates once the {guilabel}`Wage` is populated. ## Personal documents This tab **only** appears after an {guilabel}`Employee` is selected, and houses any documents that are linked to the employee on their employee record. Documents cannot be added to this tab, this tab **only** shows documents that are already uploaded and associated with the employee. The available documents in this tab can be downloaded. Click the {icon}`fa-download` {guilabel}`(download)` icon next to the document to download it. ## 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 **only** for Belgian companies. 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` to send an email to the employee, so they can sign the contract. At the bottom of the pop-up form is a {guilabel}`Link Expiration Date`. This is the timeframe that the contract offer is valid for. By default, this field is pre-populated with `30 days`, but it can be modified. > :::{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`: clicking this reveals a pop-up window, 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. :::{note} 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. ::: ## Salary attachments 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, first navigate to {menuselection}`Payroll app --> Contracts --> Salary Attachments`. Next, click {guilabel}`Create`, and a new salary attachment form loads. ```{image} contracts/garnishment.png :align: center :alt: The salary attachment form with everything filled in for Ronnie Hart's child : support. ``` Fill out the following fields on the form: - {guilabel}`Employee`: using the drop-down menu, select the employee the salary attachment applies to. - {guilabel}`Description`: enter a short description for the salary attachment, such as `Child Support` or `529 Contribution`. - {guilabel}`Type`: using the drop-down menu, select the type of salary attachment being created. 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. - {guilabel}`Start Date`: the date the salary attachment starts. Choose a date by clicking on the drop-down menu, navigating to the correct month and year by using the {icon}`fa-chevron-left` {icon}`fa-chevron-right` {guilabel}`(arrow)` icons, then clicking on the desired date. This field is **required**. - {guilabel}`Estimated End Date`: this field automatically populates after both the {guilabel}`Monthly Amount` and {guilabel}`Total Amount` fields are populated. This field is **not** modifiable. - {guilabel}`Document`: attach any documents relevant to the salary attachment. Click the {guilabel}`Upload Your File` button, navigate to the desired document in the file explorer, then click {guilabel}`Open` to select the document, and attach it to the form. To change the attached document, click the {icon}`fa-pencil` {guilabel}`(pencil)` icon, and select a different document. To remove a document, click the {icon}`fa-trash-o` {guilabel}`(trash can)` icon. - {guilabel}`Monthly Amount`: enter the amount to be taken out of the employee's paycheck every month for this specific salary attachment. - {guilabel}`Total Amount`: enter the total amount that the employee pays for the salary attachment to be completed.