Change an Employee's Engagement Type

Overview

If an employee’s Engagement type changes (eg casual to permanent, permanent to casual), you’ll need to update some information in their Employee profile to ensure that their pays are processed correctly. 

Changes that are made to Employee profiles can be tracked in the User Updates report, if you need to track when employee information has been amended. 

Employment Tab

In the employee’s Employment tab, you will need to update their Engagement. If the employee is becoming permanent, you will need to indicate whether they are Part Time or Full Time. 

Depending on how your employees are set up, you may also need to update the employee’s Pay Cycle and Permission Group. For example, your permanent and casual employees may be on different cycles, or require different permissions. 

Pay Items

If you use specific and separate pay items for casuals and permanent employees, you may need to change which pay items have been assigned to the employee in their Pay Items tab. 

If your employees are linked to Rate Cards, you will need to ensure that the Rate Card linked to them includes the correct pay items. 

Leave Accruals

When converting to permanent employment, employees may be entitled to start accruing particular leave types. You will need to assign any relevant leave categories to the employee. Similarly, you may need to stop some accruals for employees who are changing from permanent to casual. 

For jobs where leave will accrue, you will also need to ensure that the Leave checkbox in the Job Details tab has been ticked. 

Job Details

You may also need to update the following sections in the Job Details tab for any active jobs for the employee as they transition from one Engagement type to another.:

• Timesheet Settings. Confirm that these settings are still correct, or update the information as required  if the employee is moving to a Fixed Timesheet, or their Timesheet Length, Start, or Type are changing
• Pay Rate, Oncost, and Charge Rate. Update the rates associated with the employee once they transition to their new Engagement type.

If you need to capture the date of conversion, you may like to close off the existing job and create a new job with the relevant Start Date. For example, if a casual employee is offered a permanent contract, you would close off the existing Casual job and create a new job for the Permanent contract.