Employee Contract Renewal/Extension Process for Managers
INTRODUCTION
Following the leader-led model, as a manager you are responsible for taking the action towards the contract renewal/extension or termination of your direct reports.
What to do as a leader?
Managers will now be notified about the expiring contract end date for internal direct reports, 3, 2 and 1 months in advance and be invited to take action:
- Contract Renewal / Extension
- Offer Permanent Contract
- Contract Termination
Why is this important?
It is important for managers to take the time they are notified (3, 2, 1 month in advance) to decide what action to take on their employee's contract.
Contract Renewal / Extension
As a manager, if you decide you want to renew or extend the employee's contract you will have to do the following:
- Step one: Meet and discuss this decision with your Site HR Partner to check the legal compliance for contract extensions;
- Step two: You will have open this Service Request (click here) in Service One.
What are the main changes in the new process of contract extensions?
- The timing of the expiration alert is improved (from 30-15-5 days in advance to 3-2-1 months in advance), giving more time for managers to check and comply with legal regulations, as well as execute the changes in My HR Services including payroll information.
- Site HR Partner is no longer responsible for maintaining the contract end date in My HR Services, but will assure the respect and the compliance of the legal local aspects.
- The Site HR Partner will receive a copy of the expiring contract notification sent to the manager.
- The contract extension in My HR Services will now be performed by the SBS WDA team upon receiving the request.
- The Payroll teams will receive the workflow to approve, and Site HR will be notified when the process is complete.
Important:
When a trainee employee becomes a regular employee, the recruitment process must be followed.
The manager must take the following actions:
- 1st step: Create a new position in My HR Services
- 2nd step: Open a job requisition
- 3rd step: In the recruiting tool, change the field “Have you already identified an internal candidate” to Yes and fill in the field “Name of identified candidate” with the employee's name. - click here and follow steps one and two
Offer Permanent Contract
- Step one: Meet and discuss this decision with your Site HR Partner to check the legal compliance on offering a permanent contracts;
- Step two: If you decide to offer a permanent contract to your employee, you will have to follow the steps in the Recruiting a Talent section of the HR Wiki - click here and start with step one and get your hiring need validated with your manager.
Terminate Contract
- Step one: Meet and discuss this decision with your Site HR Partner to check the legal compliance;
- Step two: If you decide to terminate the employee's contract, please follow the steps in the Employee's Offboarding section of the HR Wiki - click here and follow step one and two.
Date last updated:
