2.2. Update Contract Data

 

Atlas Role:       Human Resources Administrator

Responsible:   UNV Field Unit Programme Assistant/UNV Support Officer /UNDP Focal Points at the Country Office

Description:      The Update Contract Data process is used to associate the details about the contract with the

                               UN Volunteer and includes start and end dates of the contract, duration (Short or Long Term),

                               origin and type of UN Volunteer and whether accommodation is provided free of charge.

!

Contract data can only be updated once a contract number has been assigned on Job Data as part of the hire process or after a Data Change/Contract Extension row has been entered. UNV Field Unit Programme Assistants have correct history access under the Update Contracts page.

 

PLEASE NOTE: ANY CHANGE WITH A RETROACTIVE EFFECTIVE DATE REQUIRES A RETRO TRIGGER TO BY ENTERED IN ORDER TO PICK UP THE RETROACTIVE CHANGE IN PAYROLL. CONTACT YOUR REGIONAL PAYROLL ASSOCIATE IN COPENHAGEN FOR ENTRY OF RETRO TRIGGERS.

 

 

Steps

Activity

Notes

1.

Navigation: Workforce Administration > Job Information > Contract Administration > Update Contracts

 

 

 

 

2.

Under Find an Existing Value:

a.     Enter EmplID or Name

b.     Check Correct History box

c.     Click Search button

unvcd.png

 

If the Contract Information page does not open automatically, select the appropriate contract number in the Search Results.

 

 

If the Correct History checkbox was not selected, a warning message will appear, click OK button and Correct History button.

When you check the Correct History Box the user can correct the contract data.

 

 

 

3.

Under Contract Status/Content tab:

 

 

a.      Verify Contract Begin Date.

 

The Contract Begin Date is the Entry on Duty date (EOD).

 

b.      Enter Contract Expected End Date.

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The Contract Expected End Date is the date when the contract is foreseen to expire.

 

 

 

 

c.      Leave BLANK the Contract End date

Do not enter the Contract End date. 

The system will automatically populate the contract end date when the UN Volunteer’s contract is terminated or contract extension is issued.

 

d.      Verify Regulatory Region (should always be UNV01).

 

If Regulatory Region is not UNV01, contact the Portfolio Associate at UNV HQs.

 

e.      Click on Magnifying glass and Select Contract Template ID.

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LT (Long Term) = Used for contracts of more than one year

ST (Short Term) = Used for contracts of less than one year

The Contract Template identifies the origin, type and contract duration of the UN Volunteer. (e.g. regular International UN Volunteer on a Long Term Contract = INTLREGLT)

 

VERY IMPORTANT

 

Please remember that if no contract template is entered then no payroll earnings will be calculated.

 

 

 

 

 

f.       Click on the Initialize Contract button

 

 

g.      Accept blank/unchecked boxes default value for remaining fields.

 

 

 

 

4.

Click Save button

 

 

 

 

5.

Proceed with Update UN Employment Data (Nationality)

Section 2.3