Intro to Employment Agreement

Navigation: Pay | Employment Agreement

What's the Employment Agreement bubble for?

The Employment Agreement bubble allows you to store rate information and related steps for roles within organisations.

You'll find this functionality useful if you have employees on Multi Employer Collective Agreements (MECA) or Collective Agreements where the employees' roles are attached to graduated steps for:

• base pay rates
• other rates (for different duties, which can be stepped)
• allowances (which can also be stepped)

You can assign employees to a designated Employment Agreement. Doing so will allow Jemini to communicate with a matrix of steps corresponding to the employees' roles.

The Employment Agreement also allows you to easily amend employee rates, send notifications, report on positions and rates, and more.

Amend employee rates

The Employment Agreement bubble enables Payroll to easily amend an employee's rate(s) without much manual input, as the matrix of rates is pre-populated in the Pay Core Tables in the Pay bubble.

Send notifications

Notifications can be set up within Jemini to alert employees, managers, HR and Payroll when an employee is due to progress to a new step (base pay rate, other rate, or allowance) within their role.

Report on positions and rates

The Employment Agreement bubble will make reporting on positions and rates clear.

Other uses for the Employment Agreement bubble

The Employment Agreement bubble can also be used for anyone with an IEA, IEA mirror or CEA agreement whose role isn't tied to graduated steps for rates and allowances.

How to set up an Employment Agreement

Create the pay levels and rate codes

Before you set up employment agreements, you'll need to create the pay levels and rate codes in the Pay Core Tables (found in Pay | Pay Core Tables).
Instructions can be found in How to create Pay Core Tables.

Add an Employment Agreement

Once the Pay Core Tables are set up, you can add the Employment Agreements.

1. Go to Pay | Employment Agreement.
2. Select Add new employment agreement.
3. Choose the COUNTRY.
4. Enter the EMPLOYMENT AGREEMENT NAME.
5. Enter the EMPLOYMENT AGREEMENT CODE.
6. Enter the START DATE of the employment agreement (today's date will be added by default).
7. Enter the END DATE of the employment agreement if needed.
8. Select one or more RATE CODES ENTERABLE FOR CLASSIFICATION (rate codes are set up in Pay Core Tables).
9. Select one or more RATE CODES ENTERABLE FOR PAY LEVEL WITHIN CLASSIFICATION.
10. Select the Submit icon to save and close the panel.

Add a Classification

Classifications are the positions (roles within an organisation).

1. Go to Pay | Employment Agreement.
2. Select Add classification. The dated CLASSIFICATION panel will open.
3. Select Add classification in the panel. The ADD CLASSIFICATION panel will open.
4. Enter the CLASSIFICATION NAME.
5. Enter the CLASSIFICATION CODE.
6. Enter the START DATE of the classification.
7. Enter the END DATE of the classification if needed.
8. Enter the VALUE FOR EXTRA HOURS if needed.
9. Select one or more PAY LEVELS (pay levels are set up in Pay Core Tables).
10. Enter the BASE HOURLY RATE and VALUE FOR EXTRA HOURS per pay level (these are free text fields).
11. Select the Submit icon to save and close the ADD CLASSIFICATION panel. The new employment agreement record will appear in the dated CLASSIFICATION panel.
12. You can now close the dated CLASSIFICATION panel.

Connect the employment agreement and pay rate details to an employee

Add employment agreement details to an employee

1. Go to People | Employees | 'Select the employee you need to manage' | Action.
2. Select OCCUPANCY. The dated OCCUPANCY panel will open.
3. Select Update occupancy record. The ADD OCCUPANCY panel will open.
4. Select EMPLOYMENT AGREEMENT CLASSIFICATION (you may need to scroll down the panel to find it).

5. Select the Submit icon to save and close the ADD OCCUPANCY panel. The new occupancy record will appear in the dated OCCUPANCY panel.
6. You can now close the dated OCCUPANCY panel.

Add pay rate details to an employee

1. Go to People | Employees | 'Select the employee you need to manage' | Action.
2. Select PAY RATE. The dated PAY RATE panel will open.
3. Select Update pay rate record. The ADD PAY RATE panel will open.
4. Select the PAY RATE TYPE (in this case, it's Pay Level). The PAY LEVEL backpack will appear.
5. Select PAY LEVEL.
6. Switch ADD HOURLY PAY TRANSACTION WHEN SAVING PAY RATE toggle to No.
7. Enter the ORDINARY WEEKLY PAY (this is a free text field).
8. Select the Submit icon to save and close the ADD PAY RATE panel. The new pay rate record will appear in the dated PAY RATE panel.
9. You can now close the dated PAY RATE panel.

Notifications and reporting

Notifications

Employment agreement notifications can be set up in System | Notifications Catalogue, using Occupancy as the NOTIFICATION FEATURE.
Create a tailored message in the MESSAGE field of the NOTIFICATION panel.

Some employment agreements have steps where the employee will go up a pay level after completing each year of service or a course, etc. These steps could have a date from when the new pay level would be effective, and a notification can be sent to specific users or position establishments when the employee reaches that step.

In the employee's Occupancy bubble, notifications can be set for the employee so that Payroll can update the pay bubble details by selecting the appropriate pay level according to the employment agreement. These notifications can be customised to suit the employment agreement details.

Reporting

Once the reporting functionality is finalised, base pay level, steps, rates, and other stepped rates (such as After Hours) will be linked to the employment agreement.
Along with the type of employment agreement that the employee is on, pay rate details are reported via the Employee Pay Rates report (in People | Reporting). This report will also include the history of pay rates for each employee.