Contracts and e-signature

Templates, staff signing, countersign, renewal and the payroll gate.

Each employee can have an employment contract in Vintage People, signed electronically by both sides. Start with templates: under Settings, Employment records, add contract templates with merge tokens in double braces. The tokens are filled from the employee's current assignment when a contract is issued. Editing a template never changes contracts already issued.

Issue a contract. Open the employee's record and add one on the Contracts tab. A contract carries its type, dates, grade, pay group and gross pay. A contract that sets a grade or pay group is a dated employment change from its start date, and its gross becomes the employee's base pay from that date. After Add employee, the Add contract dialog opens for the new person; no contract is ever created automatically.

Sign and countersign. The employee reads the contract in self-service under Welfare, My contracts and signs by typing their full name, which is recorded with the date, time and IP address. HR then countersigns, which makes the contract fully executed, and the branded PDF shows both signature blocks.

Renewal and expiry. A fixed-term contract ends on its end date. One set to renew automatically opens a fresh term of the same length, at least 30 days; otherwise you renew it by hand, and the old term stays in history. HR is notified when a contract enters its notice window and can list contracts ending soon.

The payroll gate. By default an employee needs an active contract covering the pay period to be paid. Anyone without one is left out of the run with the reason shown. You can switch this gate off in Payroll setup, Payroll policy.

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