========= Contracts ========= Every employee in Odoo is required to have a contract to be paid. A contract outlines the terms of an employee's job position, compensation, working hours, and any other details specific to their role. .. 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 :menuselection:`Payroll app --> Contracts --> Contracts` from the top menu. All employee contracts are displayed in a default list view, grouped into four categories: :guilabel:`New`, :guilabel:`Running`, :guilabel:`Expired`, and :guilabel:`Cancelled`. The default view has all categories collapsed. The number of contracts in each category is displayed next to the category name (example: `Running (20)`). To view the list of contracts under any category, click on the category, and the list expands downward, showing all contracts beneath it. .. 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: Create new contracts ==================== For an employee to be paid, an active contract is required. When a new contract is needed, click the :guilabel:`New` button on the :guilabel:`Contracts` dashboard. A contract form appears where the information can be entered. .. _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. The general information section filled out, with the required fields highlighted in red. Salary Information tab ---------------------- 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. The following fields are universal and apply to all localizations: - :guilabel:`Wage Type`: select either :guilabel:`Fixed Wage` or :guilabel:`Hourly Wage` from the drop-down menu. - :guilabel:`Schedule Pay`: select how often the employee is paid using the drop-down menu. Options are :guilabel:`Annually`, :guilabel:`Semi-annually`, :guilabel:`Quarterly`, :guilabel:`Bi-monthly`, :guilabel:`Monthly`, :guilabel:`Semi-monthly`, :guilabel:`Bi-weekly`, :guilabel:`Weekly`, or :guilabel:`Daily`. - :guilabel:`Wage`: enter the employee's gross wage. The metric for the :guilabel:`Wage` is based on what is selected for the :guilabel:`Schedule Pay`. .. example:: If :guilabel:`Annually` is selected for the :guilabel:`Schedule Pay`, then the :guilabel:`Wage` field appears in a `$0.00/year` format. If the :guilabel:`Schedule Pay` is set to :guilabel:`Bi-weekly`, then the :guilabel:`Wage` field appears in a `$0.00/two weeks` format. - :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 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. - :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. Personal Documents tab ---------------------- Once an :guilabel:`Employee` is selected in the :ref:`General Information section `, the :guilabel:`Personal Documents` tab appears. If any documents are needed to keep on file, add them in the :guilabel:`Personal Documents` tab. Depending on what other applications are installed, and what kind of benefits are enabled (and offered) to the employee, the various options to add a file varies. The :guilabel:`Image` option always appears, and is available by default. 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. To modify a contract template, refer to the :ref:`contract templates ` section of the main payroll documentation. 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*. Navigate to :menuselection:`Payroll app --> Contracts --> Salary Attachments` to view a list of all the currently configured salary attachments. Each salary attachment appears with all its relevant details displayed. The :guilabel:`Status` for each attachment is color-coded in the far right column. Currently running salary attachments have a :guilabel:`Status` of :guilabel:`Running`, and appear in green. Salary attachments that have been paid in-full, and are no longer active, have a :guilabel:`Status` of :guilabel:`Completed`, and appear in blue. Cancelled salary attachments have a :guilabel:`Status` of :guilabel:`Cancelled`, and appear in red. .. image:: contracts/attachments.png :align: center :alt: A list view of all the salary attachments with their status displayed. New salary attachment --------------------- To create a new salary attachment from the :guilabel:`Salary Attachment` page, click :guilabel:`New`, and a blank salary attachment form loads. Enter the following information on the form: - :guilabel:`Employees`: add any employees the salary attachment applies to using the drop-down menu. .. tip:: Multiple employees can be added, if the salary attachment details are identical. After all employees are added, a :guilabel:`Create Individual Attachments` button appears at the top of the form. After the form is completed, click the :guilabel:`Create Individual Attachments` button to create separate salary attachments for each of the employees listed in this field. .. image:: contracts/individual-attachments.png :align: center :alt: The Create Individual Attachments button that appears after multiple employees are added to the Employees field. This is a time-saving tip, so that separate salary attachments do not need to be created individually. They can be created in a batch using this method. - :guilabel:`Description`: enter a description for the specific type of salary attachment. - :guilabel:`Type`: select the :ref:`type of salary attachment ` from the drop-down menu. The options listed come from the salary attachment types configured in the configuration menu. - :guilabel:`Start Date`: enter the date the salary attachment begins. The first of the current month populates this field, by default. Click on the date, and a calendar appears. Navigate to the desired month and year, using the :guilabel:`< > (arrow)` icons, and click on the date to select it. - :guilabel:`Document`: if any documents are needed for the salary attachment, click the :guilabel:`Upload your file` button, and a file explorer appears. Navigate to the file, and click :guilabel:`Open` to select them, and attach them to the form. - :guilabel:`Monthly Amount`: enter the amount to be taken out of the paycheck each month for this salary attachment. - :guilabel:`Estimated End Date`: this field only appears after the :guilabel:`Monthly Amount` field is populated, and if the :guilabel:`Type` is **not** set to :guilabel:`Child Support`. This date is when the salary attachment is predicted to end, and is automatically calculated once both, the :guilabel:`Monthly Amount` and :guilabel:`Total Amount`, fields are populated. This is calculated based on how much is required to be paid, and how much is paid towards that amount each month. If either the :guilabel:`Monthly Amount` or :guilabel:`Total Amount` changes, this field automatically updates. It is **not** possible to modify this field. - :guilabel:`Total Amount`: enter the total amount to be paid in this field. If :guilabel:`Child Support` is selected for the :guilabel:`Type`, this field does **not** appear. .. image:: contracts/garnishment.png :align: center :alt: Enter a new line for each type of garnishment. .. important:: When the total amount has been paid for the salary attachment, navigate to the individual salary attachment, and click the :guilabel:`Mark as Completed` button at the top of the form. This changes the status to :guilabel:`Completed`, and the garnishments are no longer taken out of the employee's paychecks. Offers ====== Once a contract has been created or modified, the contract **must** be sent to the employee to be accepted and signed. Send an offer ------------- Open an individual contract by navigating to :menuselection:`Payroll app --> Contracts -> Contracts`, and click on a contract to open the contract form. Click on the :guilabel:`Generate Offer` button at the top of the page, and a :guilabel:`Generate Simulation Link` pop-up form appears. .. image:: contracts/send-contract.png :align: center :alt: Send the contract to the employee via one of the buttons. The :guilabel:`Generate Simulation Link` pop-up form contains all the information pulled from the contract, including the :guilabel:`Contract Template`, :guilabel:`Job Position`, :guilabel:`Job Title`, :guilabel:`Department`, :guilabel:`Contract Start Date`, :guilabel:`Default Vehicle`, :guilabel:`Contract Type`, and :guilabel:`Yearly Cost`. 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. Click the :guilabel:`Send By Email` button, and a :guilabel:`Send Offer Email` template pop-up window appears. Make any modifications to the email, and attach any additional documents needed, then click :guilabel:`Send` to send the offer. .. image:: contracts/send-offer.png :align: center :alt: The email template pop-up to send an offer. .. 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. Accept an offer --------------- Once the offer email is received, the offer can be accepted, and the contract can be signed. In the offer email, click the :guilabel:`Configure your package` button, and the offer loads in a new tab. Enter the requested information on the form. Next, click the :guilabel:`Review Contract & Sign` button to begin the signing process. Click the :guilabel:`CLICK TO START` button at the top-left of the contract. Follow the prompts to complete the signature request. The contract auto-populates with the information entered on the :guilabel:`Configure your package` page. When done, click the :guilabel:`Validate & Send Completed Document` button at the bottom of the contract. After the document is signed by the (potential) employee, management signs the contract next. The manager's signature is completed directly in the *Sign* application. .. image:: contracts/sign-contract.png :align: center :alt: The contract offer, ready to sign with the Click to Start button highlighted. .. note:: Depending on the localization settings, there may be the option to customize the offer in the :guilabel:`Configure your package` tab. View offers ----------- To view the current offers, navigate to :menuselection:`Payroll app --> Contracts --> Offers`. This presents all offers in a list view, grouped by status, and displays the number of offers in each status category. The statuses are: :guilabel:`Fully Signed`, :guilabel:`Partially Signed`, :guilabel:`In Progress`, and :guilabel:`Expired`. To view the offers with a specific status, click on the status to expand the list. If a specific status has no offers, the status is not visible in the list. .. image:: contracts/offers.png :align: center :alt: The offers in a list view, grouped by status.