========= 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. .. 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.