This guide will take you through Terms and Conditions code table management and how to assign them to a Job.

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 jobs roles as defined in the Jobs area although it should be noted that it also possible to attach Terms and Conditions to employees manually.

Notes:

Whilst the Terms and Conditions form the default parameters for someone going into a specific role any aspects of those terms can be modified on a case by case scenario
When creating Terms and Conditions you will need to access information from other codes tables, eg Absence Years. It is therefore important that the connected codes tables have all been populated. For more information on each codes table please see the relevant information on that code table.

Terms and Conditions code table

Go to the following area:
- Latest (left-hand) menu: Data Management > Code Tables
- Pre 2025 (top) menu: System > System Administration > Code Tables
From the Group choose Job and Pay and then select the Terms and Conditions table
The screen will display all the existing codes

Click Insert New Record – the screen presented is divided into different aspects of employment, ie Personal, Absence and Job and Pay
Enter a Description for the code

Probation Period select the number and unit which represents the default probation period for employees going into a role with these terms attached
Enter the terms for the default notice periods for the employee and employer both in and out of the probation period
Use the slider to indicate if these terms would enable role occupants to be Eligible for Overtime?

Holiday Entitlement, Absence Year, Sick Pay Scheme - select from the lists presented the terms that would normally be associated with roles that would have these terms attached to them
Use the slider to indicate role occupants would Work on Public Holidays? and whether to Include Employee in Pro-rata calculation?

Work on Public Holidays? – setting this slider to “on” indicates that employees on this set of terms and conditions work on public holidays, but this is optional and not recommended where there is a mixture of employees assigned who work/don’t work public holidays as it can affect pro rata public holiday adjustments. If it is enabled then any assigned employees must be on a Holiday Entitlement that includes public holidays in order to record an absence on a bank holiday if needed (holiday, sickness etc)
Include Employee in Pro-rata calculation? – indicates that employees on this set of terms and conditions can be included in the calculation of pro-rata holiday

Note: In order to make the selections for Holiday Entitlement, Absence Year and Sick Pay Scheme, the relevant code tables need to have been populated. Public Holiday Types code table is also relevant. See linked guides for more details.

Work Pattern, Job Classification and Contract - select from the lists presented the terms that would normally be associated with roles that would have these terms attached to them
Enter the Normal Hours in Week and the Normal weeks in Year

Go to the following area:
- Latest (left-hand) menu: Job, Pay & Reward > Job and Pay Configuration > Jobs
- Pre 2025 (top) menu: People Admin > Jobs
The screen will display all of the existing job roles
If you are creating a new role click Insert New Record. Complete the information as required and refer to the associated information sheet
OR to view the terms attached to an existing role click on the role
On the Details tab you will be able to view the Terms and Conditions attached to the role in the Job Information section

Employees are put into a job role by selecting that role via Job and Pay
The role can be selected from the Job Details tab using the magnifying glass alongside the Job Title field
See the linked guide for more details

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