Version: 1.3.2

Employment Change

The information about the employment changes registered in the system is stored in the Employment Change (hrm_employment_change) table. The records of this table contain information about changes in the work relations between your company and its employees.

The Employment Change table is inherited from the Employment Contract (hrm_employment_contract) table.

info

The Employment Contract table located at the {your instance URL}/list/hrm_employment_contract address stores both current employment contract records and previous employment changes.

To view the list of active employment contract records only, in the agent interface navigate to Human Resource Management → Employment Relations → Employment Contracts.

To view the list of employment changes only, in the agent interface navigate to Human Resource Management → Employment Relations → Employment Changes. Employment changes are grouped by employment contract number.

Access to the Employment Change table

Create:
- hrm_supervisor and direct and indirect managers of all levels can create employment changes for their subordinates whose records are in the Active state,
- hrm_finance_controller and hrm_manager can create employment changes for all employees.
Read:
- employees with access to the agent interface can view only their own employment changes,
- direct and indirect managers can view the employment changes of their subordinates,
- hrm_agent and admin can view employment changes of all employees except the changes in the Salary field,
- hrm_manager and hrm_finance_controller can view all employment changes of all employees.
Update:
- hrm_manager and hrm_finance_controller can edit employment changes in the Draft and Rejected state,
- hrm_supervisor can edit their subordinates' employment changes in the Draft and Rejected state,
- hrm_admin can edit employment changes in any state.
Delete – hrm_admin, admin.

Create an employment change

Via Employment Change form

To change the terms of an employment contract, create a employment change:

In the agent interface, navigate to Human Resource Management → Employment Relations → Employment Contracts and open an employment contract in the Active state.
Click Change terms in the top-right corner of the form.
Fill out the required fields in the modal window that opens.
Click Create to create the employment change.

The newly created employment change is saved in the Draft state.

The preceding employment change enters the Archived state, and its Change end date automatically specifies the start date of the new personnel change minus one day.

Field	Mandatory	Description
Contract change number	N	Specify the document number confirming the changes to the terms of the employment contract.
Subject	Y	Specify the subject of the employment change. Default value: Employment change (Кадровое изменение)
Employment contract type	Y	Select the type of employment contract. Available options: Open-ended Fixed term By default, the field specifies the value from the employment contract.
Position	Y	Specify the position of the employee. By default, the field specifies the value from the employment contract.
Position slot	Y/N	The field appears if the default value is updated in the Position field. If the position has no slot in the Approved or Available state, it is necessary to create a new slot or select another position. After the change becomes active, the following occurs: the specified position slot enters the Occupied state and its Employment contract field is completed automatically, the preceding slot enters the Available state and its Employment contract field is cleared.
Change start date	Y	Specify the date when the employment change started. You can specify a date in the past, but it must be later than the end of the preceding change. By default, the field is completed with the current date.
Contract end date	Y/N	Specify the date when the employment contract expires. The field is mandatory if the employment contract type is Fixed term. By default, the field is completed with the end date of the employment contract.
Work schedule	Y	Specify the work schedule of the employee. By default, the field is completed with the value from the employment contract.
Work format	N	Select employee's work format. Available options: At the employer's location Hybrid Remotely
Employment type	N	Select employee's employment type. Available options: Full-time employment Part-time employment Project work Rotational work Internship Changing this field updates the same-name field on the Employment contract form.
Salary	N	The salary specified in the employment contract that sums the values of the Base pay, Variable pay, Royalty pay, and Other payments fields. The field is read-only.
Base pay	Y	Specify the sum of the fixed part of the salary.
Variable pay	N	Specify the sum of the variable part of the salary.
Royalty pay	N	Specify the sum of the royalty part of the salary.
Other payments	N	Specify the sum of other payments.

Via Subordinate's Employment Contract Amendment Request

You can create an employment change on the Subordinate's Employment Contract Amendment Request form.

To create an employment change, complete the following steps:

In the agent interface, navigate to:

Human Resource Management → Employment Relations → Internal Employment Contract Amendment Requests or
Human Resource Management → HR Task Management → All Requests.

Open the necessary request In progress.
(optional) If the Employment change field is completed, go to the specified record and click Archive in the burger menu . This employment change will then enter the Archived state, and its Change end date will be automatically set to the day preceding the new employment change start date.
Return to the request record and click New employment change.
Fill in all the required fields and click Create to confirm your action.

Field	Mandatory	Description
Edit	N	Select the checkbox to create the employment change in the Draft state. If the checkbox is cleared, the employment change will be created in the Pending signature state.
Contract change number	N	Specify the document number confirming the changes to the terms of the employment contract.
Subject	Y	Specify the subject of the employment change. Default value: 'Employment change: employee first and last name'.
Employment contract type	Y	Select the type of the employment contract. Available options: Open-ended Fixed term By default, the field is completed with the value from the current employment contract.
Position	Y	Specify the employee's position. By default, the field is completed with the value from the current employment contract.
Change start date	Y	Specify the start date of the employment change. By default, the field is completed with the current date. You can specify a past date, but it must be later than the start date of the preceding employment change. By default, the field is completed with the current date.
Work schedule	Y	Specify the employee's work schedule. By default, the field is completed with the value from the current employment contract.
Work format	N	Specify the employee's work format. Available options: --None-- At the employer's location Hybrid Remotely
Employment type	N	Select the employment type. Available options: --None-- Full-time employment Part-time employment Project work Rotational work Internship Updating this field automatically updates the same field on the employment contract form.
Salary	N	Employee's salary specified in employment contract that sums the values of the Base pay, Variable pay, Royalty pay, and Other payments fields. This field is read-only.
Base pay	Y	Specify the sum of the fixed part of the salary.
Variable pay	N	Specify the sum of the variable part of the salary.
Royalty pay	N	Specify the sum of the royalty part of the salary.
Other payments	N	Specify the sum of other payments.

Manage an employment change

To manage an employment contract, navigate in the agent interface to Human Resource Management → Employment Relations → Employment Changes and open the required record.

Use buttons to edit an employment change:

UI action	Description
Send for approval	Click to send the change for approval. In the modal window that opens, click Send to conform the action. The employment change enters the Pending approval state. A corresponding notification will be sent to the approvers, and the employment change will become unavailable for editing. Approvers: company head; employee's direct manager; organizational unit head if the employee enters a new position. If the user who sent the employment change for approval is one of the listed above, the approval will not be created for this user. The button is available on the employment change forms in the Draft and Rejected states.
Approve	Click to approve the change. In the modal window that opens, click Approve to confirm the action. When all the approvals are granted, the employment change enters the Pending signature state. The button is available on the employment change forms in the Pending approval state.
Reject	Click to reject the change. In the modal window that opens, fill in the mandatory Comment field and click Reject to confirm the action. The employment change enters the Rejected state. A rejected employment change can be edited and sent for approval again. The button is available for approvers on the employment change forms in the Pending approval state.
Document signed	Click to confirm the signature of the paper document by all parties. If the change start date has not yet come, the employment change enters the Pending activation state. When the change is activated, the following occurs: the previously active employment change enters the Archived state, the current employment change enters the Active state, the values updated by the current employment change appear in the active employment contract and in the employee record, if the employee has entered a new position: the position slot previously occupied by the employee enters the Approved state, and the Employment contract, Hiring horizon, and Job post fields of the slot are cleared; the position slot newly occupied by the employee enters the Occupied state. The button is available on the employment change forms in the Pending signature state.
Archive	Click to move the employment change to the Archived state. The button is available on the employment change forms in any state except Pending approval and Archived, and is located in the burger menu .