New Contract Checklist

This document outlines a general guide to follow to create New Contracts.

• 1. Make sure that Job Calendars for the new fiscal year are created in order for new contracts to calculate pay information and days accurately.

• 2. Create New Contracts (3 Different Options)

  •  Mass Copy Compensations (Similar to NEWCNT/BUILD)

    This option allows you to Include Concealed Employees if desired. 

    1. Go to Processing/New Contracts
    2. Click on Mass Copy Compensations tab
    3. Check the 'include archived employees' ONLY if you want archived employees included.
    4. Select a Job Status
       1. If you want to include Compensations that are only active from a particular date, you would choose or enter the date in the box provided.
    5. Select Pay Groups by moving them over the left 'selected' box
    6. Enter in a Contract start and stop date
    7. Click on the Build New Contracts button.
    8. New contracts can be seen under Processing/New Contracts/New Contract Maintenance
  •  Import New Contracts (Similar to NEWCNT/IMPORT)

    A spreadsheet can be created using the Core/Compensation grid and selecting the appropriate fields from the grid. Click on Report at the top of the grid choosing the Format-Excel-FieldNames.  The user should update the obligation/amount and header information, also add the header-contractType and add NewContract in that column for all employees and then save the file as a CSV file. 

    There are four required fields on the new contract CSV file: employeeId, jobNo, contractType and compensationLabel.  Label is only required if the employee has more than one Compensation for a Position.  The remainder of the data available is optional and will be dependent upon the contract type being imported. 

    If you have an existing spreadsheet, in order for the Import option to properly build new contract records, the data columns must contain the appropriate heading information in row one. These headings must match what is defined in the New Contracts chapter in the USPS-R User Manual in order for the Import program to recognize and load the data.       

    
    

    Please be aware that the header columns are case sensitive.

    1. Go to Processing/New Contracts
    2. Click on Import New Contracts Tab
    3. Choose your file
    4. Enter a Contract Start Date
    5. Click on Import
    6. New contracts can be seen under Processing/New Contracts/New Contract Maintenance
  •  New Contract Maintenance (Similar to NEWCNT/MAINT)

    This option is best used when creating a mid year contract change.

    This will allow you to create a single employee's New Contract.

    1. Go to Processing/New Contract Maintenance
    2. Click on Copy at the top left of the grid
    3. Select an Employee
    4. Compensation
    5. Contract Type (New contract)
    6. Click on Create
    7. Make necessary changes to the contract
    8. Click on Save

    Make sure Compensation Start and Compensation Stop dates are defined.

• 3. New Contract Reports

•  New Contract Report

  1. Go to Reports/New Contract Report - This will show all  new contract information created

•  SSDT New Contract Summary Report

  This report will show a summary of the new contract data for each employee

  1. Go to Reports/Report Manager/SSDT New Contract Summary Report
  2. Click on  beside the report name
•  SSDT New Contract Payroll Accounts Report

  This report will only list any new expenditure account information that was added or imported into the new contract screen.

  1. Go to Reports/Report Manager/SSDT New Contract Payroll Accounts Report
  2. Click on  beside the report name
•  Processing/New Contracts Grid

  A report can also be created on the New Contracts Grid by filtering the Pay Group Code for specific pay group(s) and then choosing the properties such as Number, Last name, First Name, Code, Position, Label, Contract Obligation and Contract Amount. Once the grid is filtered as desired, click on Report at the top right of the grid. The report will total the Contract Obligation and Contract Amounts for balancing purposes before new contract activating is performed.

• 4. Non Contract Compensations
  • Go to Reports/Report Manager
  • Click on  beside the SSDT Non Contract Compensation Mass Load Extract.
  • Make necessary changes and save as CSV
  • Go to Utiliies/Mass Load/Non Contract Compensation and load the CSV file.
• 5. Activate New Contracts
  • Go to Processing/New Contracts
  • Select all desired New Contracts

  • Click on Activate 

    Activating New Contracts can be run at any time because of the use of the  Compensation Start and Stop Dates.