Terms

Use this tab to enter the employment terms for the employment history record.

If the Operator field for the WTE definition you select in Whole Time Equivalent is set to Entered, you can set the WTE notional value.

When the employee’s salary is not based on a salary grade (the Salary Grade and Scale Point fields are empty), you can enter values in the notional Full Time Salary and Salary fields. If there are values in Salary Grade and Scale Point, you cannot edit the notional values because they are set by the salary grade and scale.

Salary Grade

Click  and select, from the list, the salary grade that applies to the activity, or leave this field blank. When you create a new record, if there is a salary grade in the activity definition, it fills this field, but you can change it.

You can set up salary grades, and their scale points and values, by using Personnel > Terms and Conditions > Salary Grade.

Scale Point

Select, from the drop-down list, the scale point within the salary grade that applies to the activity, or leave this field blank. The employee’s salary grade and scale point are used with Whole Time Equivalent, Hours Per Week and Weeks Per Year to calculate the employee’s annual salary when you use the Salary Grades (or Apply Grade or Apply Grade Changes) wizard.

You can set up salary grades, and their scale points and values, by using Personnel > Terms and Conditions > Salary Grade.

Whole Time Equivalent

If the employee’s salary is based on a salary grade and scale, select the whole time equivalent (WTE) code.

A WTE definition includes the number of hours per week and the number of weeks per year.

You can set up the definitions of whole time equivalents, by using Personnel > Terms and Conditions > Whole Time Equivalent.

Whole Time Equivalent: Actual, Notional

The fields display the actual factor used the last time this employee’s salary was calculated, and the notional factor that would be used if the employee’s salary was calculated using the values currently displayed.

When the Operator field in the WTE definition is set to Entered:

  • If the Salary Grade and Scale Point fields in the Employment History window are empty (when the employee’s salary is not based on a salary grade), the WTE value in the Notional field is initially set to 0, but you can set a a value for the WTE Notional field.
  • If you use a salary grade (the Salary Grade and Scale Point fields contain entries), you can set a value in the WTE Notional field.

Otherwise, the WTE Notional field is view-only.

After you use Salary and the Salary Grades wizard to create the salary (based on a grade and scale, or for a salary you enter), the value for the Actual field for Whole Time Equivalent is set.

When you create the employment history record, and you have not set the notional WTE (the operator in the WTE definition is not set to Entered), the notional WTE value reflects the WTE in relation to the number of weeks per year and the hours per week you record for the employee’s activity. For example, if the WTE definition in the activity is 52 weeks per year and 37 hours per week, and you record 52 in Weeks Per Year and 37 in Hours Per Week, Notional shows 1. If you set the values lower than the WTE, the notional decreases to less than 1.

Full Time Salary: Actual, Notional

When the employee’s salary is based on a salary grade and scale, the Notional field displays the full-time salary for the scale point.

If the Salary Grade and Scale Point fields are empty (when the employee’s salary is not based on a salary grade), you can type a full-time notional salary for the employee.

Salary: Actual, Notional

The fields display the actual salary last calculated for the employee and the notional salary calculated using the values currently displayed.

A notional salary based on a salary grade and scale is displayed when you save the employment history record. After you use Salary and the Salary Grades wizard to create the salary, the Salary Actual value is set.

If the Salary Grade and Scale Point fields in the Employment History window are empty (when the employee’s salary is not based on a salary grade), the notional salary is calculated by the system by multiplying the notional full-time salary by the value of the notional WTE. For example, if the notional WTE is 0.5, and the full-time notional salary is 24000, the notional salary is set to 12000, but you can change the value. If you enter the salary, you can then click Salary to set the salary for the employee and create or update the employee’s salary history record.

These fields are displayed only when you select the Display Salary check box on the Employment tab of the system definitions. If Display Salary is clear, these fields are not displayed.

Salary Bar

You can enter a salary bar date, before which an employee is not to be included in any salary updates. This field can be used if an employee has just joined an organization and is not to be included in an upcoming pay rise. You can override the salary bar date when you apply the salary update, by using the Ignore Bar Dates check box presented by the Apply Grade Changes (or Apply Grade) wizard. Also be aware that a salary bar should not be set against an employee until after the initial salary has been applied.

If a diary rule is specified in the Bar Date Diary Rule field on the Employment tab of the HR Application – Features window, when you create new employment history records a bar date is set in this field by applying the diary rule specified to the start date of the employment history record.

Next Change Date

Type a next change date to indicate when an employee, who has been denied a pay rise due to the presence of a bar date, should be allowed to have that pay rise. It is envisaged that this date will be used with the salary bar date, in instances where an employee is not to be considered for any pay rises for a period from the start of employment, but after that period the employee should become eligible for all pay rises that took place during the period when the salary bar date was in place. If the employee is not eligible for the pay rises, leave this field blank. The pay rise is not triggered automatically, but is actioned when you run Suggested Salary Changes.

If a diary rule is specified in the Change Date Diary Rule field on the Employment tab of the HR Application – Features window, when you create new employment history records a next change dateis set in this field by applying the rule specified to the start date of the employment history record.

Type of Change

If you specify a next change date for the employee, you should use this field to define the type of salary change to apply. When you run Suggested Salary Changes, a salary update is actioned for the specified employees and the value entered in this field is used as a default within that process. If there is an entry in the Change Type field on the Employment tab of the HR Application – Features window, when new employment history records are created its value fills this field.

Back Pay – Effect From

You can use this field to force a backdated pay award to the employee if normal processing is not used — that is, salary changes. It is not recommended that this field is used due to audit controls.

Working Pattern

Select the employee’s working patternfrom the drop-down list. The information can be defaulted from the working pattern set in the activity definition. If this is the employee’s primary active record, the new working patternis reflected in the Terms window.

You can set up working patterns, by using Personnel > Terms and Conditions > Working Pattern.

Weeks Per Year, Hours Per Week

Type the weeks per year and the hours per week the employee works on this activity. You can enter the hours to five decimal places to allow for accurate determination of whole time equivalent values. If this is the employee’s active primary record, the new Weeks  Per Year and Hours Per Week values are reflected in the Terms window.

You can define the maximum hours (per week and per year) that an employee can have on an employment history record. You specify the maximum values by using Personnel > Terms and Conditions > Hours Restriction. The Code field of the hours restriction record contains an HR query, which specifies the type of employee to which this restriction applies. When you create an employment history record, a check is made to see if the employee meets the criteria of the selected query and, if so, the maximum hours specified in the hours restriction record are applied.

Direct Hours, Non Direct Hours, Remission

Type the number of direct hours, non-direct hours, and remission hoursthe employee works on this activity. You can specify the hours to five decimal places.

A warning is given if the total of direct, non-direct, and remission hours exceeds the Hours Per Week field.The values in Direct Hours, Non Direct Hours, Remission hours and Remission Reason in the employee’s primary active record are reflected in the Terms window.

Remission Reason

Select a remission reason to define the cause of the remission hours.

You can set up remission reasons, by using Personnel > Terms and Conditions > Remission Reason.

For information about the details you enter on the Other tab, click here.