Lumary WFM - This article explains how to create an assignment for a contract or temp worker and their timesheets.
An assignment record holds the general information, role details, employee details, payee details
and approver details for an employee’s placement. The steps for creating an assignment are slightly different for contract or temporary workers who require timesheets.
Required and supported packages
Available with: Lumary WFM (Payroll)
Supported in: Lumary DC
This article assumes that you have already created a new payee record or have access to an existing payee record. If you have not completed those steps, head over to create a payee record.
If an employee has multiple active assignments, ensure that a Default Assignment is selected against the payee record so that if an assignment was not specified for the employee when rostering, the default assignment will be automatically chosen.
To create an assignment for a contract or temp employee with timesheets:
- While on the payee record as part of creating a payee record, navigate to the Assignments tab.
- Click New against the Assignments sub-tab and select Hourly as the record type.
- Fill in the following key information including:
| Field | Purpose |
|---|---|
| * Assignment Name | Name of the role being performed by the employee. |
| * Client | Client record related to the assignment. This value is usually auto-populated. |
| * Client Hiring Manager | Defines the client contact who hired the employee. They will be the invoice contact detailed on invoices when the invoice group by of "Hiring Manager (Invoice Hiring Manager)" is selected on the invoice to account record. This value is usually auto-populated. |
| * Employee | Related employee contact record. |
| * Assignment Start Date | Date the assignment starts. This date will determine the first date of Timesheets to create. |
| * Assignment End Date |
Set the date the assignment will end. An end date must be added to create timesheets. To avoid the creation of too many timesheet records, this must be a date within the next 3 years. |
| * Employment Type | Represents the contracted employment type of a worker. |
| * Contracted Hours | Captures the amount of hours the worker is contracted for. |
| * Contracted Hours Frequency | Represents the period of time that the contracted hours field covers. |
| * Timesheet Approver | Primary approver for timesheets. This is the contact that is automatically sent approval notifications when applicable. |
| * Payment Entity | Related Payment Entity record. |
| * Pay Schedule | Defines the pay frequency that applies to the assignment. |
| * Public Holiday Calendar | Defines the public holiday calendar that will be used in the creation of timesheets, the processing of timesheets into pay transactions, and impacts on leave events. |
| * Timesheet Calendar | Defines the timesheet calendar that will be used to determine the format of timesheets for the assignment. |
- Once all relevant information are filled in, proceed to click Save.
- When you do have more details around the minimum pay rates, proceed to update the Minimum Pay Rate Settings section on the same assignment record. You can do so by clicking the Edit button and fill in the following key information including:
| Field | Purpose |
|---|---|
| * Assignment Rate Template Group | When this field is populated, assignment rates will be automatically created depending on the configuration set for assignment rate automation within your organisation |
| * Interpretation Rule | Defines the interpretation rule that will be used in the processing of timesheets into pay transactions. |
| * Award Classification | Defines the award classification that applies to the assignment for minimum pay rates functionality |
| * Award Level | Defines the award level that applies to the assignment for minimum pay rates functionality. |
| * Payee Timesheet Allowance Template Group | When selected, the payee timesheet allowances defined within the selected template group will be cloned and created relating to this assignment. |
- Once all relevant information are filled in, proceed to click Save.
- Click on the Create Assignment Rates (LWC) button which will surface a pop up.
- Click on Confirm Creation within the pop up which will create the assignment rates based on the interpretation rules.
- Once the assignment rates are created, you may proceed to create timesheet placeholders. Click on the Create Timesheets button.
The creation of assignment rates and timesheet records is done automatically by a job that runs every 20 minutes. However, you may opt to manually trigger these as outlined above so that they are created immediately.
Once an assignment has been set up, synchronising assignment records brings across the:
- contracted hours, and
- minimum pay rate details.
This information is helpful when assigning workers based on suitability. A batch job automatically synchronises assignment records overnight.
Find out how to immediately manually synchronise new assignments.