June 2014
Contract End Date Report
The Contract End Date Report is a tool enabling faculties/units/departments to manage appointments such as initiating forms to extend the appointments,
terminate appointment or to remind foreign employees to renew their legal documents in order to continue to work on Campus.
This document contains the following sections:
I.
How to run the report?
II. What is in the report?
III. How to use the report?
I. HOW TO RUN THE REPORT?
To run the report, go to the VIP module> Employee Information>and under the Report menu, select Contract End Date
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There are three parameter names
-
“Start Date” refers to start of the date range in which the contract end date falls in.
-
“End Date” refers to the end of the date range in which the contract end date falls in.
-
“Schedule Group” refers to the targeted positions you want to include in your report. This parameter allows you to specify which position
groups to be included in the report. You may include a single schedule group or multiple schedule groups. If you do not specify a schedule
group, the report will include all the employees you have access to their appointment information.

Operator: the default equal sign = is to be used.

Parameter Value: You enter the date. The acceptable formats are either yyyy/mm/dd (e.g., 2014/05/26) or month dd yyyy (May 26 2014) do NOT include
“,” between dd and yyyy.
Click the [Execute] button.
Wait for the report to run and the time taken to run depends on the number of records within the time frame you have included. It may take quite a while and
therefore please be patient.
When the report is displayed, check:
-
The notes above the table
-
The date range to see if it covers the period you want, e.g., 2008/Sep/01 – 2008/Sep/30
The table will give you the columns like this (Please see Notes (1) to (8) for explanation):
Exam
ple
EMPLOYEE
#
Employee
Name
Department
Name
Note (1)
Note (2)
Note (3)
EFFECTIV
E DATE
CONTRACT
END DATE
EXPIRY
DATE
A
123456
BLOW, JOE
Community
Services
04/01/2006
09/28/2008
B
123456
BLOW, JOE
Community
Services
06/01/2008
09/28/2008
05/31/2008
POSITION
Note (4)
Note (5)
Note (6)
Note (7)
Note (8)
JOB TITLE
COMPENSATION GROUP
POSITION
GROUP
PAYROLL
CATEGORY
COM
12345
INSTRUCTOR
OTHER ACADEMIC
1234567
HOURLY
12345
ADMIN ASST 4
A.E.S.E.S.
1234567
BI-WEEKLY
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C
234567
BIRD, EARL
Employment
Verifications
04/14/2007
09/15/2008
09/15/2008
56789
INSTRUCTOR
OTHER ACADEMIC
9876543
HOURLY
D
987654
DOE, JANE
Employment
Verifications
04/05/2004
09/29/2008
04/30/2008
ABC12
COOK 1
C.A.W.
9876543
HOURLY
E
876543
SOFT, YKE
Employment
Verifications
06/01/2008
09/31/2008
BC123
COOK 2
EXCLUDED STUDENT
9876543
HOURLY
*
Note (1): Effective Date refers to either one of the following:
a)
start date of the appointment; or
b) start date the appointment switched from either primary or secondary position due to primary position management (Example B). You may find a
previous record with the same position bearing an expiry date immediate before the effective date if the record falls within the period of your report
(Example A); or
c)
start date of the re-appointment
Note (2): Contract End Date refers to either one of the following:
a)
appointment end date; or
b) expiry date of legal document(s) which occur(s) before the appointment end date. You will see an asterisk (*) under Com [Column (11)].
Human Resources (HR) runs contract end report every pay period to track appointments with a contract end date that falls within that particular pay
period. Actions are taken to ensure that no further payment will be made beyond the contract end date. Therefore one of the purpose of running this
report is to ensure that forms are initiated if the appointment need to be extended to avoid interruption in pay.
Note (3): Expiry Date: refers to either one of the following:
a)
the appointment has been terminated due to resignation, retirement, end of appointment, etc. (Example C & D); or
b) appointment has been switched to either a primary or secondary position due to primary position management (Example A). You will expect an
additional record with the same position with an effective date immediately following the expiry date if the effective date falls within the period of your
report. (Example B)
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c)
An expiry date usually coincides with the contract end date unless due to a) or b) above. A later expiry date than the contract end date usually means that
the appointment is paid using a premium. When an individual is paid a premium in VIP we must not “expire” the position in the middle of a pay period
(e.g., a Wednesday, or a Friday of the first week of a pay period), otherwise the individual will not get paid for the entire pay period (In VIP the position
MUST be active at the end of the pay period for a premium to be paid.)
Note (4): Job Title: The job title refers to the Union Rank (e.g., Professor) or Classification (Office Assistant 5).
Note (5): Union group or compensation group
Note (6): Position Group refers to the Schedule Group code(s) that you have entered for the Schedule Group Parameter Name. Check to see if the code(s) listed
are those you want to include. And if not, you may have to check your parameter to see if you need to make correction and re-run the report.
Note (7): Payroll Category: This refers to the pay cycle, not how the individual is paid, e.g., A sessional instructor may be paid a course premium, but they are
normally in the Hourly Payroll Category if the primary position is under Compensation Group “Other Academic”; or a part-time instructor with a 2-year term
may have a per annum salary, but they are also in the Hourly Payroll Category for the same reason.
Note (8): Com is the acronym of Comments. If an asterisk (*) is displayed under this column, it tells you that the contract end date in VIP refers to the legal
document expiry date if it occurs before the end date of appointment (Example E). For details, please go to Employee Position (B2N) screen (VIP
Module→HRM→Position) and check the “Comments” field. The appointment can be extended beyond the contract end date based on “Implied Status”. A
receipt issued by the courier is required to prove that the application is made well in advance for the application to reach Citizenship & Immigration Canada to
be considered being on an “Implied Status”. For details on processing appointment for foreign employees, please refer to the Legal Document & Processes Appointing and/or Re-appointing a Foreign Worker on the Documentation page of the HRIS/VIP form site.
III. HOW TO USE THIS REPORT?
It is recommended that you export this report into an Excel table, so that you can sort the table by the order that will help you manage appointments.
To export the report,
a)
Click the envelope icon (second icon on top left screen) and the Format window should open.
b) Select MS Excel 97-2000 (Data only)
c)
Select the drive/path which you want to save the file in (browse)
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d) Click OK
e)
Minimize VIP report/screens and open the Excel file using the path and file name you have noted in f) above.
Now you can manipulate your report in different ways to manage appointments. Below are some applications that you may find useful:
a)
Sort by the order of “Contract End Date”. If extension of appointment is required, ensure that VIP forms are submitted in time to avoid interruptions in
pay. Please refer to the Human Resources Deadline Dates on the following web page: http://umanitoba.ca/admin/human_resources/services/hris/.
b) Sort or filter by “Department Name”. If the duties of staff are divided by Department.
c)
Sort or filter by PAYROLL CATEGORY if the duties of staff are divided by Payroll Categories.
d) Sort or filter by COMPENSATION GROUP if the duties of staff are divided by compensation groups.
e)
Sort or filter by COM if you want to ensure that legal documents are renewed in time (you may have to track this at least 3 weeks prior to contract end
date.
f)
Sort by Employee Name to track how many active appointments for a given period. You will have to select the parameter From carefully in order to
include employees who have been in the same position for a long time.
g) Please note that appointments that are open-ended (i.e., permanent or continuing) will not show up on this report.