[2023 version] Create and manage employees' contract

  Main contents:

A. Create contract templates (Details)

1. The system data fields that can be automatically filled in the contract once they have been uploaded to terra (Details)

B. Create labor contracts for employees (Details)

C. Manage created contracts status (Details)

1. Set up the digital signing zone (Details)

Authorized accounts can create contract templates according to company policy and then use these templates to generate contracts for each employee based on available information. Once the contract creation is complete, managers can manage contract status and make necessary adjustments if there are errors in employee information.

A. Create contract templates

Step 1: Create the company's contract template

Create the company's contract template > Fill in the data fields that will change for each employee using the syntax ${field name}.

Contract template sample file:

Note:

• When the employee's basic and salary information is uploaded to terra, the system automatically fills in the corresponding data fields in the contract. For data fields not available on terra, managers or authorized accounts can manually enter the information directly into the employee's contract during the contract creation step.

• The system data fields can be automatically filled in the contract once they have been uploaded to terra:

Information	Data field name (The system will only automatically fill each employee's contract if the correct name is entered.)
Full name	FULL_NAME
Employee ID	CODE
Probation start date	PROBATION_START_DATE
Probation end date	PROBATION_END_DATE
Contract signing date	OFFICIAL_CONTRACT_SIGNING_DATE
Contract type	TYPE_OF_EMPLOYMENT_CONTRACT
Salary	SALARY
Responsibility allowance	ALLOWANCE_FOR_RESPONSIBILITIES
Fixed allowance	FIXED_ALLOWANCE
Tax subject	IS_TAX_APPLICABLE
Target payer of insurance	IS_INSURANCE_APPLICABLE
Number of dependents	NUMBER_OF_DEPENDENTS
Bank account	BANK_ACCOUNT
Account number	BANK_ACCOUNT_NUMBER
Bank name	BANK_NAME
Branch name	BANK_BRANCH
Social insurance number	SOCIAL_INSURANCE_NUMBER
Date of birth	DATE_OF_BIRTH
Sex	SEX
Department	DEPARTMENT
Position	POSITION
Title	TITLE
Workplace	WORKPLACE
Marital status	MARITAL_STATUS
Salary for social insurance payment	SALARY_FOR_SOCIAL_INSURANCE_PAYMENT
Social insurance effective date	EFFECTIVE_DATE_OF_SOCIAL_INSURANCE
Medical care hospital name	MEDICAL_CARE_HOSPITAL_NAME
Medical care hospital code	MEDICAL_CARE_HOSPITAL_CODE
Nationality	NATIONALITY
Nation	NATION
ID card number	ID_CARD_NUMBER
ID card issue date	ID_CARD_ISSUE_DATE
ID card issue place	ID_CARD_ISSUE_PLACE
Birthplace address	BIRTH_PLACE_ADDRESS
House number, street, village	BIRTH_PLACE_STREET
Birthplace ward	BIRTH_PLACE_WARDS
Birthplace district	BIRTH_PLACE_DISTRICT
Birthplace city/province	BIRTH_PLACE_CITY_PROVINCE
Resident address	RESIDENT_ADDRESS
House number, street, village	RESIDENT_STREET
Resident ward	RESIDENT_WARDS
Resident district	RESIDENT_DISTRICT
Resident city/province	RESIDENT_CITY_PROVINCE
Contact address	CONTACT_ADDRESS
House number, street, village	CONTACT_STREET
Contact ward	CONTACT_WARDS
Contact district	CONTACT_DISTRICT
Contact city/province	CONTACT_CITY_PROVINCE
Contact phone number	CONTACT_PHONE_NUMBER
Household head information	HOUSEHOLD_HEAD_INFO
Household code	HOUSEHOLD_CODE
Household head full name	HOUSEHOLD_HEAD_FULLNAME
Household head ID card number	HOUSEHOLD_HEAD_ID_CARD_NUMBER
Household head date of birth	HOUSEHOLD_HEAD_DATE_OF_BIRTH
Household head relation	HOUSEHOLD_HEAD_RELATION
Household headphone	HOUSEHOLD_HEAD_PHONE
Resident record number	RESIDENT_RECORD_NUMBER
Resident record type	RESIDENT_RECORD_TYPE
Resident village	RESIDENT_VILLAGE
Resident commune/ward/district/province	RESIDENT_COMMUNE_WARD_DISTRICT_PROVINCE
Status	STATUS
Quitted date	QUITTED_AT
Created date	CREATED_AT
Updated date	UPDATED_AT
Deleted date	DELETED_AT
Account role	ROLE
Foreigner job position	FOREIGNER_JOB_POSITION
Foreigner contract status	FOREIGNER_CONTRACT_STATUS
Education level	EDUCATION_LEVEL
PIT code	MST_CODE

Step: Fill in the detailed information of the contract template

Company > Recruitment & Contract > Contract > Contract templates > New > Fill in the information of the contract template > Upload the template created in step 1 > Save

Annotation:

Glossary	Explanation
Contract template name	Enter the contract template name to differentiate
Contract type	Include 2 types: Labour contract: A contract for employees will be sent to the employee for signature upon completion. Contract: Other types of contracts are not sent to the employee upon completion.
	Select the available data fields in the system that have been filled in the template created in Step 1
Note	Add notes for the contract template (if any)
Attachment	Upload the template file created in Step 1 to the system

Note:

• The created contract templates will be displayed on the summary screen & admin or authorized account can edit or delete the templates if needed.

B. Create labour contracts for employees

Once a contract template is available, authorized accounts can create detailed contracts for each employee based on the information available in the system, with additional fields manually filled in as follows.

Step 1: Select the contract template and choose the employee to create the contract

Company > Recruitment & Contract > Contract > New > Select the appropriate contract template > Select the employee to create the contract > Continue

Note:

• The information fields added to the contract template that are not available in the system will be listed on this screen:

Step 2: Confirm the employee for contract creation

Review the selected employee > [Edit] to choose the correct salary range from the created salary histories > Continue

Note:

• When clicking the "Edit" button, authorized accounts can select the created salary histories to display the correct salary level to be included in the employee's contract.

Step 3: Fill in the information not available in the system

Icon  > Fill in the information for the data fields not available in the system for each employee > Completed

C. Manage created contracts status 

Authorized accounts can manage the status of created contracts by following these steps:

Steps:
Company > Recruitment & Contract > Contract

Annotation:

Glossary	Explanation
Status	New: The contract has just been created Rejected: The contract was sent but has been rejected by the employee Wait for signing zone setup: The contract has been confirmed by the employee but the signing zone has not been set up yet
	Download contract
	Delete contract
	Set up the digital signing zone, this icon will appear before the contracts that the employee has confirmed

Lưu ý:

• After the employee has confirmed the contract, authorized accounts can set up the digital signature field by performing the following actions

On the contract management screen > Icon > Define the signature area for both the company and the employee > Complete