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

Before you get started

On this helpsheet, you'll find the steps you need to follow when the contract of one of your employees changes. For example, when an intern moves to a fixed-term contract or an apprenticeship contract, or when an employee on a fixed-term contract or apprenticeship contract moves to a fixed-term contract.

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

If, in addition to changing contract, the employee also changes establishment, you can see this helpsheet.

Adding a new contract

You must not create two personal user files for the same employee! If you have permission in the roles, employees who have left will be displayed in the results with the tag “Left”.

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

You'll find all the details on contracts on this helpsheet.

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Then create a new contract:

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Do not modify the existing contract, but add a new contract. Contracts in Lucca must correspond to the actual signed contracts. In fact, each contract has a start and end date and, most importantly, a contract type (fixed-term, permanent, internship, etc.) : it is important that the user's Lucca file reflects this, to ensure the solutions are used correctly, but mainly 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 modifications made will remove the old data and replace it with the new data.

The various contracts are listed in subsections of the Contracts section, in chronological order:

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Modifications to data from the user file

The second step is to modify the data that is essential to the use of the various Lucca solutions, known as “Application data”.

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 “Carry out employee settlement”. This must be done before the start of the new contract. 
  • Edit the employee's accrual profile if necessary. You can use this helpsheet as a guide, particularly the section on “Assigning an employee to an accrual profile”.
    When changing 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, an intern recruited on an apprenticeship or permanent contract who previously had the “No permissions” profile, will have to change to the accrual profile “25 days paid leave”.
  • Edit the calendar: the employee can switch from a calendar with Whit Monday as a public holiday to a calendar without Whit Monday as a public holiday. For example, solidarity day does not apply to interns, and they do not work on Whit Monday. As a result, an intern recruited on a permanent contract will certainly need to update their calendar. 
  • Edit the employee's work cycle if necessary. You can use this helpsheet as a guide, particularly the section on “Assigning a work cycle to a user”.
    Unlike for the accrual profile, it is possible to plan work cycles in advance by adding start and end dates. We recommend not adding an end date to the work cycle if the employee is on a permanent contract and does not intend on changing their cycle. 
    For example, an apprentice recruited 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 for security reasons, Timmi Absences does not allow you to enter absences on a future contract. You will therefore have to wait until the new contract has started and is therefore active before you can add absences for this period. 
In fact, we work on the assumption that we can't predict what will happen (the user may change their accrual profile, meaning we can’t rely on their current permissions, we may postpone the user’s arrival, the user may have fewer permissions in the future, etc.), and so this behavior is a security feature of the tool.
Any modifications to the work cycle will also have an impact in 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 “Must submit timesheets” permission. 
  • 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 upon which employees 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 carry out these three actions, your employee will not be able to submit their timesheets. For a detailed explanation of the actions to be carried out, please see this helpsheet : Adding an employee to Timmi Timesheet

If you have Cleemy Expenses

  • Edit the employee's Cleemy profile if necessary.
If the employee also moves to a new establishment, you need to make sure that they have entered all of their expenses that were made at the old establishment. In this way, the expenses will remain in the old establishment’s system and then Cleemy Expenses will make the distinction with future expenses. We therefore invite you to ask your employees to finish entering any expenses on their previous contract, and then to approve, check and export them before the start of their new contract. 

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