--- title: "Intro to Employment Agreement" slug: "intro-to-employment-agreement" tags: ["Employment Agreement", "Pay", "Occupancy", "Pay Rates", "Employee", "Reporting"] updated: 2023-02-28T21:49:26Z published: 2023-02-28T21:49:26Z canonical: "knowledgejems.jemini.com/intro-to-employment-agreement" --- > ## Documentation Index > Fetch the complete documentation index at: https://knowledgejems.jemini.com/llms.txt > Use this file to discover all available pages before exploring further. # 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](/docs/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). TIP The options available in the **EMPLOYMENT AGREEMENT CLASSIFICATION** backpack will match the classifications you created in the Employment Agreement bubble. 1. Select the Submit icon to save and close the ADD OCCUPANCY panel. The new occupancy record will appear in the dated OCCUPANCY panel. 2. 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 TIP The notification and reporting functions of the Employment Agreement bubble are still in development. Once they're complete, they'll serve the below purposes. ### 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. ![save or submit icon](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/save%20or%20submit%20icon.png) Select this icon to save and submit your content and close the panel. ## Related - [How to create Pay Core Tables](/how-to-create-pay-core-tables.md)