Employee profiles and contracts
Managing digital personnel master data, Ethiopian National ID (Fayda) integration, employment contract lifecycle, probationary reviews, and grade linking.
SmartERP centralizes employee lifecycle management from initial onboarding to contract renewals, job grade alignment, and final exit clearance.
Employee Master File Architecture (hr.employee)#
Every personnel record combines personal identification, statutory tax credentials, organizational hierarchy, and contract compensation parameters.
Statutory Identification & National Registry#
Under Ethiopian regulatory guidelines, employee records must capture verified national identification data:
- National ID / Fayda Number: Digital civil ID number required for statutory pension and tax identification.
- Taxpayer Identification Number (TIN): 10-digit individual tax identification number filed with the Ministry of Revenues.
- POESSA Pension Scheme Number: Unique social security account number maintained by the Private Organization Employees Social Security Agency.
Master Field Reference Table#
| Field Name | Technical Identifier | Type & Requirement | Business Logic / Validation Rule |
|---|---|---|---|
| Employee Name | name | Char (Required) | Full statutory name (First Name, Father's Name, Grandfather's Name). |
| Work Email & Phone | work_email, work_phone | Char (Required) | Corporate communication credentials used for payslip dispatch. |
| Department | department_id | Many2one hr.department (Required) | Organizational unit governing expense allocation and manager approvals. |
| Job Position | job_id | Many2one hr.job (Required) | Linked to standard role description and default hr.grade. |
| Manager | parent_id | Many2one hr.employee | Direct reporting supervisor responsible for leave and attendance approval. |
| National ID (Fayda) | identification_id | Char (Required) | Statutory citizen identification number. |
| TIN Number | tin_number | Char (Required) | 10-digit Ethiopian tax number for MOR e-filing. |
| POESSA Number | pension_number | Char (Required) | Social security registration number for monthly pension remittances. |
| Bank Account | bank_account_id | Many2one res.partner.bank | Employee commercial bank account for automated salary wire transfers. |
Contract Management Lifecycle (hr.contract)#
An active contract (hr.contract) is required for an employee to be included in monthly payroll calculations.
+----------------------------------------------------------------------------------------------------+
| EMPLOYMENT CONTRACT LIFECYCLE |
+----------------------------------------------------------------------------------------------------+
| |
| [Draft Contract] ----------> Enter Basic Wage, Grade Band, Allowances, Working Schedule |
| | |
| v |
| [Under Review] ------------> HR Director & Legal Review of Statutory Terms |
| | |
| v |
| [Active Contract] ---------> Active in Payroll Runs (state = 'open') |
| | Auto-Applies 1395/2025 Tax Scale & POESSA Pension |
| | |
| +-----------------------+-----------------------+ |
| | | | |
| v v v |
| [Contract Renewal] [Contract Amendment] [Contract Expired / Terminated] |
| (New Term / Step) (Promotion / Wage Adj) (Exit Clearance & Severance) |
+----------------------------------------------------------------------------------------------------+Contract Parameters & Allowance Configuration#
Under SmartERP's Total Rewards model, an employee's contract defines four distinct allowance streams in addition to basic salary:
- Basic Wage (
wage): Base monthly compensation. Serves as the calculation base for employee 7% and employer 11% POESSA pension contributions. - Travel / Transport Allowance (
travel_allowance): Standard transport subsidy. Subject to Directive No. 1/2011 tax exemption (lesser of ETB 2,200 or 25% of Basic Salary). - Housing Allowance (
hra): Defaulted from the employee'shr.gradetier, editable per contract. Fully taxable under Ethiopian law. - Representation Allowance (
representation_allowance): Defaulted for senior executive grades (G11 to G16). Fully taxable under Proclamation 1395/2025. - Communication Allowance (
communication_allowance): Mobile airtime and data connectivity subsidy. Fully taxable.
Contract Field Technical Specification#
| Field Name | Technical Identifier | Type & Requirement | Business Logic / Validation Rule |
|---|---|---|---|
| Contract Name | name | Char (Required) | Formal contract identifier, e.g. "EMP-042 - Software Engineer Contract". |
| Job Grade | grade_id | Many2one hr.grade (Required) | Grade level (G1–G16) dictating salary bands and allowance defaults. |
| Salary Step | salary_step | Selection (Required) | Options: step_1, step_2, step_3, step_4. Auto-populates wage. |
| Basic Wage | wage | Monetary (Required) | Monthly gross base pay in ETB. |
| Working Schedule | resource_calendar_id | Many2one resource.calendar | Official working hours schedule (e.g. 40h or 48h Ethiopian standard week). |
| Contract Status | state | Selection (Tracked) | States: draft → open (Active) → close (Expired) → cancel. |
Note
When grade_id is selected on a contract, SmartERP's onchange listener automatically populates the default housing_allowance_amt and representation_allowance_amt associated with that grade tier, while permitting authorized HR officers to adjust values for individual negotiated agreements.