Publishing a Group of Contracts in Linq ERP & Employee Portal

To create employee contracts in Linq ERP and Employee Portal, there is a bit of set up that needs to be done first.

Make sure there is a job/pay for the contract pay for which you will be sending a contract. This job/pay MUST have a contract code on the Job page (see list of contract codes in Manula) and the Contract box and eContract boxes must be checked on the Pays page.

Usually when renewing contracts for the new year, you can create a group of contracts. We will use the creation of renewal contracts for all Fall Coaches (which include their fall coaching longevity) for the 2025-26 school year as an example. To do this, log into Linq, Click on Modules, then HRS Human Resources, Payroll, then File Maintenance, then Contract Processing, then Create Employee Contracts for ESP.

• On this page, click New Run Number (and number will appear in the box).
• Tab to Contract Year and choose the year for which the contract will be created (this example would be 2026). Click on the down box for Contract Code and search for the Contract Code that you entered when creating the job/pay. In the example above the contract code is CLCA. The contract code is what is used to pull the type of contract this job/pay will be creating.
• Tab to Job Contract Effective Date and type in a date that is within the contract start and contract end dates. In this example, it would be any date within the range of contract start date 9/1/25 to contract end date 11/30/25. Since you are creating contracts for all fall coaches, that is all you need to fill out.
• Once you have entered this data, then click on Verification Report (at the bottom of the page).
• A report will download showing what data will be printed on the contract (via the contract code) that was requested. If this information is correct, then click OK in the Forms Process Complete box that popped up. If there are changes needed, go into Linq and make any necessary changes. You will then need to go back into the Create Employee Contracts for ESP in Linq and bring up the most recent Run Number by clicking on the down arrow and choosing the most recent run number, and then click on Verification Report (at the bottom of the page). Hopefully all looks good now.
• Click OK if all looks good.
• Now you should be ready to process the contract(s). Click on the Process button at the bottom of the page. The same report will download showing what data will be entered into the contract.

• Now you will need to sign into the Employee Portal
• Click on Administration
• Click on Contracts
• On the Templates tab, you will see all of the available contracts and the contract code tied to the contract. If you need to make any changes to the contract for the one you will be processing, then click on the Edit button to the right on the line of the contract you will be changing. Sometimes, if it is a mid year hire and you are using one of the contracts for this mid-year hire, then a note is added stating that the contract pay will be prorated for the specific time frame the new hire will be working (in the example above it would be for 4/1/25-6/30/25). In this case, there are no changes needed.
• On the Tags tab, you will see all of the available tags that have been set up. If this is the first contract you are creating after the most recent board meeting, then most likely you will need to change the tags for the board approval date. There are two tags for board approval. Change each of them to the most recent board approval date. If this is the first time you are creating a contract for the new contract year, then you need to change this tag. If it is after the January board reorganization meeting, then you may need to change the tag for the President Signature if the board president changed.
• On the Settings tab, this is where you can view the contract calendar year range. It is also where you setup how often reminders are sent to employees to sign their contracts and also how often signed contracts are archived into Archive/Etrieve (signed contracts are automatically archived, so this is a process that you do not need to do manually). Except for once a year changing the contract calendar year range, I do not usually make changes to this tab.
• The Print tab is used if you wish to print a large block of contracts. I don’t really use this tab.
• Employee Contracts tab is where you view the contract(s) you just created and schedule it for processing. To do that, once you are in the Employee Contract tab, click on the name of the contract (in blue type) for the employee’s contract that you just created (note, if you are moving back and forth between Linq and Employee Portal, you may need to click the refresh button (two curved arrows creating a circle) to see the contract.
• The contract will download. Review the contract to make sure it is correct. X out of the contract. If it is not correct because the data that is it pulling from Linq is incorrect, then you will need to go to Linq and make and save any necessary changes and start the process over again. If it is incorrect due to the actual wording is the contract needs to be changed, then you can change the wording and/or tags (as discussed above). In this case you do NOT need to reprocess the contract. Just make and save the changes, then click on the contract again, review the contract and if it is good.
• You should check all of the contracts to make sure the data is correct. It is time consuming when doing many contracts, but this ensures that the contracts you are processing are correct. For coaches, I usually compare the pay/longevity to my Personnel book. Once all of the contracts are reviewed and correct, then
• Click on the box next to the run no. for the contract you wish to process. In lieu of clicking a bunch of boxes, you can just move up to the Run No: box next to the Publish button and type in the Run No. for all of the fall coaching contracts (they should all have the same run number). However, you will need to remember to remove this Run Number when you are continuing with additional contracts for other employees, then
• Click on the Publish button.
• A confirmation box will show asking if you are sure you want to publish all selected contracts.
• Click OK. An attention box will show..Employee Publish Contracts was added to the task queue. Click OK.
• You will see a pending page. Click the refresh arrow circle until one of the three tasks listed disappears.
• Click on the Process tab, then click on the Edit button (pencil) for the first task listed.
• Click on Publish Employee Contracts on the Task Logs page.
• This will download a Published Contracts page. This will show if all of the contracts were able to be published. If an employee has not yet created an Employee Portal account, this will show that the contract for that employee cannot be published as well.
• Close the Publish Employee Contracts Task Logs page.
• Click the Close button again on the Processed Tasks page.
• Click the Refresh to see that the contracts have been processed and that they are waiting to be signed by the employees. Note: If an employee did not create a Employee Portal account, then the contract for that employee will show as Unpublished and will need to be published once this employee has created an account.
• You have now created your contracts.
• NOTE: Once a contract has been published, it cannot be changed. If there is an error in a specific contract, you will need to delete the contract and re-create it with the correct information.