How do I update a contractor to a full-time employee?

There are two methods for moving a contractor to full-time status, depending on the employee’s history.  Please see the appropriate instructions, depending on the employee's situation: 

Option 1 is used for situations where:

  • Contractor to Full Time, with no gap in between, where their start date is the same start date as when they were hired as a contractor.

Option 2 is used for situations where:

  • Contractor to Full Time, with no gap in between, where their start date equals their start date as a full-time employee.

  • Contractor to Full Time, with day(s) between their time as a contractor and a full-time employee.

 

Option 1

For a Contractor to Full-Time, with no gap in between, where their start date is the same start date as when they were hired as a contractor.

Scenario: (1) A contractor to full-time employee completed their last day as a contractor and started as a full-time employee the next day with no gap between the two. (2) The employer would like their start date to be reflective of their start date as a contractor to show their entire history with the company.  

Change Process

  1. Navigate to the employee's HRIS profile > select the three dots in the right-hand corner > Edit > on the General tab update their Employee Type from Contractor to Full Time.



     A screenshot of a computer Description automatically generated

  2. (Optional) Update any of the following on the HRIS profile, as necessary:

    1. Access Role- if you would like them to have additional access to the site as a full-time employee

    2. Pay Group- if you are paying them through Namely Payroll for the first time  

    3. Compensation- if their salary is changing after becoming a full-time employee

    4. Reports To field- if their manager is changing after becoming a full-time employee

    5. Time Off- if they should be added to any time off plans as a full-time employee. Please note, any time off plans they are added to will accrue according to their contractor start date, not their start date as a full-time employee. 

  3. (Optional) Send them any eSignature documents to sign via Manage eSignature. For more information concerning sending documents, please see Managing eSignature Documents.

  4. (Optional) Update their tax information in Namely Payroll, as necessary.

 

Option 2

Contractor to Full Time, with no gap in between, where their start date equals their start date as a full-time employee.

Scenario: (1) A contractor to full-time employee completed their last day as a contractor and started as a full-time employee the very next day with no gap between the two. (2) The employer would like their start date to be reflective of their start date as full-time employee. The employer would like to keep the employee’s historical data from their time as a contractor listed on his profile for documentation purposes, but the primary date associated with the employee’s profile is their start date as a full-time employee.

-or- 

Contractor to Full Time, with day(s) between their time as a contractor and a full-time employee.

Scenario: A contractor has a gap (1+ business days) in employment between their last day of employment as a contractor and their first day of employment as a full-time employee.  

Change Process

Treat the employee as a rehire in Namely:

  1. Navigate to the employee's HRIS profile > select the three dots in the right-hand corner > Edit > on the General tab update their Employee Type from Contractor to Full Time.



     A screenshot of a computer Description automatically generated

  2. Follow the instructions in Rehires in Namely to rehire the employee in the system. 

  3. (Optional) Update any of the following on their HRIS profile, as necessary:

    1. Access Role- if you would like them to have additional access to the site as a full-time employee

    2. Pay Group- if you are paying them through Namely Payroll for the first time  

    3. Compensation- if their salary is changing as a full time employee

    4. Reports To field- if their manager is changing as a full time employee

    5. Time Off- if they should be added to any time off plans as a full time employee. Please note, any time off plans they are added to will accrue according to their contractor start date, not their start date as a full time employee. 

  4. (Optional) Send them any eSignature documents to sign via Manage eSignature. For more information concerning sending documents, please see Managing eSignature Documents.

  5. (Optional) Update their tax information in Namely Payroll, as necessary.