Contracts

Last updated by Andrew Treadwell on July 23, 2020 12:02

A contract in StaffSavvy is a set of rules to govern the employment of a staff member. A contract can include online signature of an employment contract or it can simply be used to match a physical contract handled offline.

Contracts can be assigned to cover just specific roles on an employee or cover all roles. This allows a staff member to be contracted for specific hours on some roles and also be a casual staff member for other roles.

Contract Options: Details

Each contract has a collection of options which will restrict an employee's working hours, allocate them holiday and change the reports that can be seen.

Contract Details

  • Contract Title
    The name of the contract.
  • Contract Type
    This sets if the assigned employee is a permanent, contract or casual staff member.

Contract Wording

  • Contract Wording
    This enabled online signing of employment contracts. You will need to create Contract Wording to be used for the contract and this can be a copy and paste from Word. Once created, you can use the same Contract Wording on multiple contracts.
  • Resign Contracts
    This option will reset all signed contracts and force new signatures from all employees on that contract.
  • Contract Acceptance
    Here you can choose if the contract must be signed digitally or if you will handle the signature separately.When set to be digital, the employee will not be able to accept shifts or be rota’d until they have signed the contract.

Contract Hours

  • Period
    The length of time over which the following hour limits should be applied.
  • Start Date
    This is when the period starts. The system will automatically calculate periods before and after this date. It’s designed to roll each year.
  • Expected Minimum Hours
    For permanent & contracted staff, this will be the number of hours you expect them to complete each contracted period. The TOIL settings then allow reporting on rolled hours month to month.For casual staff this is purely advisory and allows a report to be shown on how many hours each employee has completed this period.
  • Expected Minimum Hours: Exclude Dates
    This allows you to tell the system not to apply the expected minimum hours for these staff members during the dates listed in the Exception Dates. It’s perfect for staff who only work hours during specific terms or periods.
  • Swapping Shifts
    This setting instructs the system on what to do if the staff member tries to reduce their hours below their contracted minimum expected hours.

Contract Options: Breaks, Rests & Limits

  • Rota Limit: Maximum Hours
    This limit is used by the intelligent rota tool when assigning shifts. It will never assign more hours than this setting within a given contract period. Staff can still be manually assigned or take additional shifts above these hours.
  • General Limit: Maximum Hours
    This hard limit is designed to prevent staff working too many hours in a given time period. Exactly what happens once the limit is reached is controlled by the Overage Rule.
  • Rolling General Limit
    This allows the general limit to be rolling both sides of the shift date. Often used for Tier 4 Student Visas, this means the general limit is applied one contract period beforehand and one contract period afterwards. So they are never in breach of the general limit for any given contract period regardless of the start date.For example, if the period is one week long and this rolling limit is enabled, the limit will be calculated on each shift for one week previously and one week post the shift. This is the meet the strict definition of any 7 day period.
  • General Limit: Overage Rule
    This setting decides what should be done once the employee reaches the max hours per period.
    • Never allow staff to be scheduled or paid in excess of these hours
      Use this option for staff who have legal limits on hours they can work (Tier 2 and Tier 4 visas for example). They will never be allowed to be scheduled for more than the max hours and wagesheets will be blocked if the hours are exceeded until the issue is resolved.
    • Allow additional hours and either pay staff or allow TOIL
      This means the max hours will be used for advisory reports only.
    • In general, do not allow staff to be assigned additional hours but allow managers to override via assign shift only
      This will prevent the hours being breached by additional shifts or covershifts. Managers can override this by assigning a shift via the shift grid only. All other ways of assigning a shift or extending hours on a shift will be blocked.
    • Never allow staff to be assigned additional hours but pay or allow TOIL for any overtime as normal
      This will prevent a staff member from being assigned any additional hours but if they are clocked in for longer then this will not block a wage sheet and will allow the payment.
  • General Limits: Exclude Dates
    This allows you to tell the system not to apply the general limit hours for these staff members during the dates listed in the Exception Dates. It’s perfect for staff who are allowed to work longer hours outside of term dates or particular periods.

Contract Options : Rest, Breaks and Restrictions

  • Enforced Rest
    These settings will enforce a break between shifts once they reach a certain length. If a shift is X hours long then it will not allow a shift before or after this shift for the number of hours specified.

  • Overnight Enforced Rest
    This enforces the specified period if the shift passes over midnight; it means that rest periods can be enforced for short shifts if they are worked late at night.

  • Breaks
    Here you can select the break policy you want to use when the staff member is working under this contract.

  • Additional Restrictions
    Here you can choose which contract restrictions should be enforced on this contract. You can create your own contract restrictions under Wages > Contracts > Contract Restrictions.

Contract Options : Holiday

  • Earning Holiday
    How should staff earn holiday within this contract. This can be fixed entitlements, pay as they earn, earn and claim and more.
  • Holiday Entitlement
    These settings will only appear for permanent or contracted staff. For casual staff, you can setup automatic holiday payments against pay elements.The entitlement is a starting point for holiday allowances over the course of the business year. The year start date can be set under the Global Settings. See holiday for more information on how holidays work in StaffSavvy.
  • Time Off In Lieu
    These settings will only appear for permanent or contracted staff. TOIL can be used as a full approval and management system or it can simply be used to keep track of annualised hours. The settings allow how the hours should be rolled from period to period how any overage or underage should be handled.

Contract Options: Time Off / Time Owed In Lieu Settings

  • TOIL Mode
    Allows you to enable/disable TOIL tracking
  • Enabled When
    When should we start tracking TOIL hours based on the amount of hours over the expected hours.
  • Roll time owned in blocks of
    This allows you to only roll hours in specific lengths
  • Limit on Rolled Hours
    This allows you to limit how many hours can be rolled from a given period. This prevents too many hours being rolled forward or back.

Shifts & Time Entries

  • Maximum Shift Length
    This is the maximum length of shift you can assign to someone on this contract.
  • Minimum Paid Shift Length
    This will ensure all time entries are paid as though the staff member has worked at least this amount of time. Shift budgets, contracted hours and staffing costs will use this minimum length. Staff will be paid as though they have worked this amount of time even if they were clocked in for much less. It will not affect working restrictions so staff can be paid the minimum amount for showing up to a short shift and then return to work later in the day.Note: Changing this setting will cause shifts and unapproved time entries to be re-calculated.
  • Budgets
    This option allows you to choose how the system budgets for staff on this contract. It allows you to provide different budget figures so that managers using the budget system cannot see their actual salary or rate of pay.
    • Expected/accurate times
      The system will use their expected rate of pay to calculate budgets
    • Fixed cost per hour
      The system will ignore their expected rate of pay and simply use this hourly rate in all cases
    • Fixed budget per half day
      The system will round any shift up to the nearest ½ day based on the hours in a day set on the previous pages. This is then budgeted at the figure provided. Note: working just a few mins over the boundary into two half days will be budgeted as a full day.
    • Fixed budget per full day
      The system will round any shift up to the nearest full day based on the hours in a day set on the previous pages. This is then budgeted at the figure provided. Note: working just a few minutes will still be budgeted as a full day

Override Wage
If you have contracted or permanent staff who are paid a fix salary for their hours and are paid separately for any additional hours then use this setting. When enabled, all hours below the maximum contracted hours in a given month will be set to the chosen wage. The wage should be set to be 0 per hour.Once the employee has worked their maximum number of hours then any additional hours in the month will be paid as per the normal rates on the skills/roles for that employee.

Contract Restrictions

Contract restrictions are a new way to provide restrictions to working practices on each contract. You can manage these under Wages > Contracts > Manage Contract Working Restrictions.

You can add as many restrictions as you wish and each can be assigned to any number of contracts.

In addition, you can allow staff to be opted-out of the restriction by completing a document. For example, in the screenshot below, the EU Working Time Directive restriction will be applied automatically unless the staff member signs the EU WTD Opt-out document.

You can also configure the restrictions to be ignored during the exemption dates setup on the contract.

There are three types of restriction:

  • Limit of hours
    This is a limit of a maximum number of hours over a set time range. The range can be between one day and a year. The system will add up all of the hours and will not allow a staff member to be scheduled in excess of these hours.
  • Limit of weekends
    This is a limit of how many weekends are worked during the set time range. A working weekend includes any weekend where there is a shift on one or both of the days.
  • Required break duration
    This restriction allows you to enforce a single break period of a number of hours during the set time range. For example, you can enforce an 11 hour rest within every 24 hours. You can also enforce 48 hours rest in every 10 days.
  • Limit of Similar Shifts
    This restriction allows you to enforce a rest period after the staff member has completed X shifts in a row between certain times. It’s perfect to prevent a staff member being rota’d for a 5th night in a row and will ensure they receive a full rest period before working again.

Assigning a Contract

You can assign a contract when an employee registers for the site or via the Assign Contracts report. The date that the contract is assigned becomes the contract start date.

Detailed contract management is also available via their profile. Under the actions menu, choose Edit Details > Manage Contracts.

From here, you are able to edit start and end dates for contract, which roles it should cover and view past contracts.

You can set the system to block staff working without an active contract under the Staff Settings section of Global Configuration.

Contract Hours Reports

These reports allow you to see each employee within each contract and hour they are performing against their min and max hours for any contract period.

You can use the previous and back buttons to jump between contract periods.

You can also view a detailed breakdown of the hours for a calculation per employee. This report will be different depending on if the employee is allowed TOIL or not.

The TOIL report will include information on previous periods and a suggested action at the bottom if the employee owes or is owed hours. The non-TOIL version will simply report the hours compared to the employee’s maximum hours in this contract period.

Staff who are assigned to multiple concurrent contracts will appear in multiple reports.

Contract Manipulation Rules

The contract manipulation rules are a very powerful set of rules that can be employed to update a staff member’s paid or worked hours based on a range of filters.

Create the rules under Pay > Contracts Contract Manipulation Rules. When editing or adding a new rule, you will be presented with a series of filters that you can use to tell StaffSavvy when to apply the rule. These can be between specific times, days, national or organisation holidays, when working so many days a week or when working over a number of hours.

Once the rule has been reached, you can tell the system to manipulate the paid hours and/or any hours deducted from the staff members contracted hours. For example, you can configure the rule to automatically pay double time on bank holidays; there are many, many possibilities.

The system will still maintain the actual hours worked and will use these for contract limits and rules; it is simply the hours paid that will be adjusted.

When a rule is in effect, a breakdown of the rules will be shown on both the shift details and the time entry details pages.

Shift budgets will take into account any of the contract rules too so that the predicted cost of a shift will be correct.