Managing Employee Type change
1. Change from Subcontractor to Regular - You can convert a Subcontractor to a Regular employee with the option of selecting the Employment status as "On probation" or "Working". This can be done by the HR Manager by going to Official Details tab of an employee and clicking on Employee Type hyperlink.
2. Change from Retainer to Regular - You can convert a Retainer
to a Regular employee if payroll for the employee has not been run.
Date of Entry / Date of Joining / Group Date of Joining / Date of Confirmation
When
an employee is added to the software - irrespective of the employee type - Date
of Joining is a mandatory field. For Subcontractor and Retainer the Date of Entry
is also captured, Date of Entry is same as Date of Joining initially. When the
employee type is changed then the date of change is mapped as the new Date of
Joining and the Date of Entry is retained as it is. If there are multiple companies
then another field Group Date of Joining is also created.
Shown below are the events which create a change in the dates.
Employee Type = Retainer
| Group Date of Joining | Date of Entry | Date of Joining | Date of Confirmation | Employee Type | Employment Status | Event |
| 1-Jan-2018 | 1-Jan-2018 | 1-Jan-2018 | NA | Retainer | On Probation | Employee added to system as Retainer / On Probation |
| 1-Jan-2018 | 1-Jan-2018 | 1-Jan-2018 | 1-Apr-2018 | Retainer | Working | Probation confirmed |
| 1-May-2018 | 1-Jan-2018 | 1-May-2018 | NA | Regular | On Probation | Employee changed to Regular / On Probation |
| 1-May-2018 | 1-Jan-2018 | 1-May-2018 | 1-Aug-2018 | Regular | Working | Probation confirmed |
| 1-May-2018 | 1-Jan-2018 | 1-Feb-2019 | 1-Aug-2018 | Regular | Working | Transferred from Company A to Company B |
Employee Type = Subcontractor
| Group Date of Joining | Date of Entry | Date of Joining | Date of Confirmation | Employee Type | Employment Status | Event |
| 1-Jan-2018 | 1-Jan-2018 | 1-Jan-2018 | NA | Subcontractor | Working | Employee added to system as Subcontractor |
| 1-May-2018 | 1-Jan-2018 | 1-May-2018 | NA | Regular | On Probation | Employee changed to Regular / On Probation |
1-May-2018 | 1-Jan-2018 | 1-May-2018 | 1-Aug-2018 | Regular | Working | Probation confirmed |
Employee Type = Trainee
| Group Date of Joining | Date of Entry | Date of Joining | Date of Confirmation | Employee Type | Employment Status | Event |
| NA | 1-Jan-2018 | NA | NA | Trainee | Working | Employee added to system as Trainee |
| 1-May-2018 | 1-Jan-2018 | 1-May-2018 | NA | Regular | On Probation | Employee changed to Regular / On Probation |
| 1-May-2018 | 1-Jan-2018 | 1-May-2018 | 1-Aug-2018 | Regular | Working | Probation confirmed |
For any employee who is currently mapped as a Retainer or Subcontractor you can change the employee type as long as the following conditions are met -
1. For a Retainer payroll should not have been run - If payroll has been run
then employee type cannot be changed and you will need to process the separation
of the employee and add him again as a Regular employee.
1. Go to My Profile > Official Details section of the employee
2. Edit the Official Details section and click on the "Employee Type" link as shown below
3. In the popup update the details as shown below and click on Submit.
Please note that when you update an employee as Regular you will also have to specify the Employment Status and you can select On Probation or Working as per your policy.
When the employee type is updated, this employee will be included in all the policies and formulas where condition is Employee Type = Regular (and Employment Status = On Probation). If the From Date (1-Jan-2020 in the above example) is in past then the accrual of leave for the earlier dates will be also done. Any leaves which have been accrued till date due to earlier batch jobs will not be reduced.
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