HR

Step-by-step guide

This help guide will show you how to assign Terms and Conditions via Job and Pay.

Contents

• Introduction
• To assign Terms and Conditions via Job and Pay

Introduction

• Terms and Conditions can be used to group together a set of employment parameters: eg the Normal Weeks In Year, Absence Year etc. Having collected together the required parameters, the Terms and Conditions can be attached to any number of job roles as defined in the Jobs area.
• However, it should be noted that it also possible to attach Terms and Conditions to employees on the employee Job and Pay record and that these may then vary from the Terms and Conditions normally associated with the Job that they occupy.

To assign Terms and Conditions via Job and Pay

• Ensure you have the required employee record in view and then go to the following area:
  • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay
  • Pre-2025 (top) menu: Personal Data > Job, Pay & Reward Information > Job and Pay
• The screen will display a summary view of all the Job and Pay changes for the selected employee
• Click Insert New Record

• The screen will display a new entry which has a From date of today. Information from the existing Job and Pay record will be displayed, ready to be changed as required
• There are a variety of potential scenarios that could be undertaken at this point. Click on the following scenarios to see examples which illustrate the actions and outcomes of some of those:

• When a Job is created, Terms and Conditions can be held against that job. When an employee moves into the job, the associated terms will then be applied
• The current job for the illustrated employee is ‘Maintenance Engineer’ and they are on a set of Terms and Conditions called ‘Works’ which are the associated terms for that job

• The employee is being promoted to a role where the associated terms are different to those they are currently on
• From Job and Pay click Insert New Record
• Select the Reason and use the magnifier alongside the job number to locate the role the person will be occupying
• A box will display what is different in the parameters of the new role – click OK
• Go on to make any other changes required: eg Pay Details
• A chevron will be displayed alongside the Terms and Conditions on the newly created Job and Pay record

• The sliders alongside each of the changes can then be set to either accept the proposed change or leave it as per the previous entry: eg you may decide not to accept the change in ‘Probation End Date’ since it is likely that this is in the past
• Click OK when these have all been set as required

• There may be some Validation Errors and Warnings which you may need to review and revise and then confirmation of the change in Terms and Conditions will be presented

Note: If there is a change in the Holiday Entitlement as part of the change in Terms and Conditions it may be necessary to check the holiday values in Absence Summary (Totals) for the employee and to pro rata the change in holiday amount and accommodate for any change in the Holiday Year.

 

 

• There may be instances where you need to change the Terms and Conditions for an employee but they are not having a change of Job
• As before – locate the required employee, go into the Job and Pay screen and click Insert Record
• Select the Reason for change and select the new Terms and Conditions
• Click the chevron to see the changes that will be applied and set the sliders according to requirements
• When complete click OK
• You may then need/wish to make other changes to the record as indicated in the warnings or as required

Notes:  In the above example a Reason code has been created for ‘Change of Terms and Conditions’ which, if there are no other changes may be prudent to retaining history. On the Employment Details tab of Personal Details, the current Terms and Conditions will be visible in read-only view for information. All changes to the Terms and Conditions must be carried out in Job and Pay.