Publishing Individual Employee Contracts in Linq & Employee Portal

To create an employee contract 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.

If you are doing just one or a few contracts, then go to 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. Click on the down box for Contract Code and search for the Contract Code that you entered when creating the job/pay. 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. Example: If you are creating a contract for a new hire and the new hire will be starting with a contract start date of 4/1/25 and the contract end date is 6/30/25, you can enter 4/1/25 or you can enter 5/31/25…any date within the contract dates.
• Click on the box for Employee 1. Click on the three dots next to the box and type of last name of the employee for which you are creating the contract. Then click on Filter and you should the name appear. Then click on the employee name and click OK
• If you have more than one employee, you can do the same for the remaining Employee boxes (note: you only have five boxes). If you have more than 5 contracts you want to create, you will need to do the first five, then start the process over again for any additional contracts you are creating.
• 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.
• 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).
• 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 one 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, then
• Click on the box next to the run no. for the contract you wish to process.
• 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 the contract was able to be published. If the employee has not yet created an Employee Portal account, this will show that the contract cannot be published as well.
• Close the Publish Employee Contracts Task Logs page.
• Click the Close button again Processed Tasks page.
• Click the Refresh to see that the contract has been processed and that it is waiting to be signed by the employee. Note: If the employee did not create a Employee Portal account, then the contract will show as Unpublished and will need to be published once this employee has created an account.

You have now created your contract.