What should you do if one of your employees changes contract? (For example, from an internship or apprenticeship contract to a permanent contract, or from a fixed-term contract to a permanent contract)

Before getting started

In this help sheet, you'll find the steps to follow when the contract of one of your employees changes. For example, when a trainee switches to a fixed-term contract or an apprenticeship contract, or when an employee on a fixed-term contract or apprenticeship contract moves to a permanent contract.

Depending on the Lucca solutions that you have, there are different steps to take.

If, in addition to the change of contract, the employee is also changing establishments, refer to this help sheet.

Adding a new contract

🚩 You must not create two personal user files for the same employee! If you have the permission in "Roles", former applicants will be displayed in the results with the tag "Former".

The first step is to close the current contract in the "Employees" module, in the "Contracts" section in your employee's existing file.

You'll find all of the details on contracts in this help sheet.

Next, create a new contract:

Do not edit the existing contract. Instead, add a new contract. Contracts in Lucca must match the contracts actually signed. Each contract has a start and end date and, most importantly, a contract type (fixed-term, permanent, internship, etc.): It's important that the user's Lucca file reflect all of this information, to ensure the solutions are used correctly, but primarily for your reporting and archiving needs.

Some data is linked to the contract, but other data in the user file is not time-dependent: any edits made will overwrite the existing information.

The different contracts are listed in sub-sections under the Contracts section, in chronological order:

Editing data in the user file

The second step is to edit the data that is essential to the use of the various Lucca solutions, which is what we call "Application information".

If you have Timmi Absences

Ignore or carry out the employee settlement: before an employee returns or changes contract, it is important to carry out or ignore the employee settlement by going to Credit/Debit > Employee settlement. To find out more, click here: Employee settlement, employee departure and/or return
- If the employee needs to keep their previous leave balances (in the case of successive contracts where balances are carried over), you can click on "Ignore employee settlement".
- If, on the other hand, the employee does not need to keep their previous leave balances because the outstanding amount was paid with their last payslip, then click on "Start employee settlement". This must be done before the start of the new contract.
Edit the employee's accrual profile, if required. This help sheet will be useful to you, particularly the section under "Attach an employee to an accrual profile".
When you switch from one profile to another, Timmi Absences will credit the number of days in the new profile at the end of the month in which the change was made. It is not possible to "plan for" the change of profile in advance, as no effective date is entered.
For example, a trainee recruited on an apprenticeship or permanent contract who previously had the "No entitlements" profile, will have to change to the accrual profile "25 days of paid leave".
Edit the calendar: the employee can switch from a calendar with Pentecost Monday as a public holiday to a calendar without Pentecost Monday as a public holiday. For example, the solidarity day does not apply to trainees, and they do not work on Whit Monday. This means that a trainee hired on a permanent contract will definitely need to update their calendar.
Edit the employee's work cycle, if required. You can refer to this help sheet, and the section entitled "Assign a work cycle to a user" will be particularly useful.
Unlike the accrual profile, you can plan future work cycles by added start and end dates. We recommend that you do not add an end date to the work cycle if the employee is on a permanent contract and does not intend to change their cycle.
For example, an apprentice hired on a permanent contract who previously had a daily cycle, but is now changing to an hourly cycle, will need to be assigned a corresponding hourly cycle.

Please note that Timmi Absences does not let you enter absences for a future contract for security purposes. You will therefore have to wait until the new contract has started and is active before you can add absences for this period.
We base this on the assumption that you can't predict what will happen (the user's accrual profile may change, meaning we can't base it on their current entitlements, you may postpone the user's arrival, the user may have fewer entitlements in the future, etc.), thus making this a security feature in the tool.

🚩 Any changes to the work cycle will also affect Timmi Timesheet 🚩

If you have Timmi Timesheet

Edit the role if necessary: if your employee has not previously submitted their timesheets in Timmi Timesheet, you will need to add a Timmi Timesheet role with the permission "Must submit times".
Edit the work cycle if necessary: if your employee was previously on a daily cycle and needs to switch to an hourly cycle, you will need to edit their work cycle in their user file. Make sure that the cycle start date is the same as the date on which the employee will start submitting their timesheets under this new work cycle.
Check that the work cycle is attached to the Timmi Timesheet regulation, and if not, attach it: in the Timmi Timesheet regulation settings, check that the work cycle assigned to the employee is correctly entered in the "Define the submitters concerned" section.

If you do not perform these three actions, your employee will not be able to submit their timesheets. For further details on what you need to do, including images, refer to this help sheet: Add an employee to Timmi Timesheet

If you have Cleemy Expenses

Edit the employee's Cleemy profile, if required.

If the employee also changes establishments, you need to make sure that they have entered all their expenses from the old establishment. This way, the expenses will remain in the old establishment's system and Cleemy Expenses will then set them apart from future expense reports. We therefore suggest that you ask your employees to finish entering any expense reports from their previous contract, and then approve, check, and export them before the start of their new contract.