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Multiple employments (HR)

By default an employee in Profit can only have at most one current employment with his employer. Under certain conditions, Profit also supports the use of multiple simultaneous employments. This functionality is intended for organisations in which employees can have multiple simultaneous employments, such as hospitals, healthcare facilities, and schools. For example, in a hospital an employee may work in one department as a nurse and in another department as an administrative assistant. In this situation, there are two simultaneous employments, because there is an overlap in the period of validity (start and end date) of both employments. As will be clear from the following explanation, the employee has multiple contracts, salaries, and jobs.

Description

You can only use Multiple employments if the following conditions are met:

  • All employments are with the same employer

    An employee can only have multiple simultaneous employments with the same employer, and not with different employers. If the wages of an employee are to be processed using different employers, you have to record the employee multiple times in Profit. This is the default situation, even if you do not use multiple simultaneous employments.

  • The same CLA/terms of employment and period table

    The same CLA/terms of employment and the same period table apply to all simultaneous employments of a particular employee. Other employees for the same employer may of course have their salary processed on the basis of other CLAs.

You can only use this functionality if the entire environment satisfies the above conditions (not just the employees that you actually want to use this functionality for). Profit does not check this, you are responsible for the correct application of this functionality. Incorrect use of the functionality can have far-reaching consequences for pensions, wage declarations, data integrity, etc.

This functionality is intended for employees who have two (legal) contracts with different salaries for the same employer (and thus have hourly wages). This functionality is not for an employee with multiple functions within a single legal contract for the same salary. In that case, it may be sufficient to configure a cost allocation.

Labour relation, employment and contract

The following concepts are important for the relationship between employer and employee:

  • Labour relation

    The labour relation is a pooling of an employee's employments for the same employer. The labour relation contains a number of overarching data that applies to all underlying contracts and employments, such as the probationary period, the start and end of employment date, the reason for end of employment, etc.

    An employee can have only one simultaneous labour relation. The labour relation begins on the start date of the first underlying contract and ends on the end date of the last underlying contract.

  • Employment

    You record all simultaneous employments per employee/labour relation. An employee may have multiple employments, each with its own contract, timetable, job, and salary lines. The wage calculation is carried out per employment (but Profit calculates some items at the labour relation level). Each employment has a unique sequence number per employee. This allows you to quickly trace the correct employment from the related data (contract, timetable, job and salary lines and leave and illness lines).

  • Contract

    An employment may contain a series of contracts. You record most data in Profit per contract. This is not different from working without activating Multiple employments.

Example:

Employee John has one labour relation with his employer and two simultaneous (overlapping) employments:

  • Administrative employee

    This employment contains two consecutive contracts. The first contract was an annual contract (temporary) and on 01-09-2005, he received a permanent contract. Legally, this is not a new employment, but a continuation of an already existing employment. The salary has been increased by € 200.

  • Nurse

    This is a new employment with a different salary.

    The overlap of the employments is clear from the timeline below:

    In period 1 to 3 of 2007 (in the case of monthly salary processing), Profit performs two wage calculations. However, some data is calculated per employment, with a view to the statutory contributions and maximums.

Agency per employment

If an employee is both trainee and casual staff, you want to record the configuration of the Tax Authority agency separately for these types of employees. You add two employments for the employee and for one of them you enter a different Tax Authority agency. In this way, you reward the employee both as a trainee and as casual staff.

You can find more information in the Agency per employment Help topic.

Leave

Profit determines the leave entitlement per employment. In the case of a new leave entry, you can add this in Profit Windows in one go. Profit automatically registers a leave entry per employment. This creates a workflow per employment.

With a new leave entry you can also enter a specific employment number.

Note:

If you are using the multiple employments functionality, add a leave entry for each employment.

Absence

Absence entries usually refer to the entire labour relation and you can record it as such. Furthermore, it is possible to select an employment per absence entry.

Organisation chart

If an employee falls under multiple organisational units, you can also make this clear in the organisation chart. For this, you enable an activation that also has consequences for the authorisation and workflows based on responsibility.

Preparation

  • Activate the Multiple employments functionality

    This functionality is only available if an activation has been implemented. Contact your consultant for the activation. The consultant can determine whether the activation is suitable. If the activation is suitable, send an incident to the Support department of AFAS Software in consultation with the consultant. The Support department submits the activation request to the product manager. The product manager gives the final approval. If the product manager approves the activation, the functionality is activated in a test environment. After testing the functionality, it is activated in the live environment.

    The activation cannot be undone and following the activation a conversion takes place.

  • Authorisation

    Authorize the following parts of the employee's properties:

    • Main employment tab
    • New additional employment action on the Contract tab
  • Dossier item type

    At Dossier item type you have the Employee + employment destination. This allows you to record new dossier items per employee/employment.

    In workflows Profit can determine the person responsible for a dossier item based on the selected employment. If the dossier item does not contain an employment, Profit uses the responsible person specified for the main employment.

Also see

Process

Multiple simultaneous employments