Each crew member will need an active payroll contract to be included in the period's payroll table. You can easily see which crew members have contracts completed from the User management page, more information on this can be found here.
The Contracts page can be found within the crew profile and can only be accessed by an admin with payroll permissions. In this area you can create a new contract, edit existing contracts and see previous and future contacts for the crew member.
Adding a Contract
To add a contract for the first time or create another/new contract select ‘New Contract’. The contract is made up of several sections described below, this will allow the platform to automatically calculate leave balances, monthly pay amounts and more.
General
On the General page, the system has already provided some details from Workrest.
The rest of the information will need adding by you.
Employment Start Date - Date the crew member joined/started on the vessel
Port of Engagement - The port they joined the vessel from
Calculation Start Date - The Workrest go-live date which the platform will start calculating accrued leave balances from.
Add an End Date - optional, depending on the crew member's contract
If you've saved a contract profile before, apply it here from the Apply Contract Profile drop-down. If not, you can save this profile after you have created it.
Salary
Choose calculation method: Daily or Monthly (if Monthly is selected, the daily rate will automatically calculate as Monthly x 12 then divided by 365, if you wish to amend the daily rate you can do this.)
Set salary currency (defaults to vessel's payroll currency)
Add a secondary salary (optional, for crew covering other positions)
Trial & Notice
Add a trial period (optional — skip if not required)
If mid-trial, enter remaining days after the go-live date only, not the full period
e.g. 90-day trial with 45 days completed (as of the go live date) → enter 45
Calculations
Calculations
The employment options are permanent or rotation. This refers to the way in which the platform will calculate the leave being accrued.
Permanent - Leave will accrue across all days including days on leave.
Rotational - Leave will only accrue for days the crew member is on board.
Input the value of annual leave days for a full year NOT the remaining balance for the crew member this year.
Accrual Calculation
Set how leave accrues: day-by-day or calendar month
Adjust the accrual rate if the system figure has too many decimal places
e.g. system shows 0.94592 → change to 0.95
Contract Profile
Optionally save as a Contract Profile to reuse for other crew members here.
Adjustments
The opening balance of existing leave accrual for a crew member. This should be the balance from the day before the go-live (calculation) date on Workrest.
Days owed to crew member → positive number (e.g. 5)
Days crew member owes → negative number (e.g. -12)
Travel
(if applicable)
Enter any flight criteria and budgets if applicable
Enter yearly flight allowance — count each individual flight, not return trips
e.g. 6 return flights = enter 12
You can also select for this balance to automatically renew at the anniversary date
Review
Check all entered information
Make any final changes, then Submit to activate the contract
Editing a contract
Editing a Submitted Contract Go to the crew member's Contracts section → click the three dots on the contract line → select Edit Contract. You'll be taken back to the Review page to make amendments. You also have the option to delete the contract if needed.
Changing Contracts
If a crew member is staying on board and changing contracts, you can end the previous contract and add the new one rather than editing or deleting the previous contract.
If you add a new contract without ending the previous one, the system will automatically end the previous contract with the end date being the day previous to the new contracts start date.