Contracts & Remuneration

What is contract data?

Contract data captures the employment relationship between your organization and each employee. It includes:

Employee demographics: birth date, gender, disability status
Contract details: type (permanent/temporary), start and end dates, location, job category, working hours ratio
Remuneration: gross annual salary including bonuses, allowances, and benefits

This data is the foundation for calculating headcount, FTE, gender pay gap, and workforce composition metrics in your social reports.

Why is it needed?

Under ESRS S1 and other sustainability reporting frameworks, organizations must disclose:

Total number of employees by contract type, gender, and country
Full-time vs part-time breakdown
Employee turnover (new hires and departures)
Remuneration gaps between genders and job categories

Without contract data, Dcycle cannot calculate these social KPIs for your reports.

Data structure

Each CSV row represents one employee with one contract and one remuneration period. If an employee has had multiple contracts or salary changes, you include multiple rows with the same Employee ID.

EMPLOYEE (identified by External Employee ID)
  |
  +-- CONTRACT 1 (Jan 2024 - Jun 2024, Temporary)
  |     +-- REMUNERATION (Jan 2024 - Jun 2024, EUR 25,000)
  |
  +-- CONTRACT 2 (Jul 2024 - ongoing, Permanent)
        +-- REMUNERATION (Jul 2024 - Dec 2024, EUR 32,000)
        +-- REMUNERATION (Jan 2025 - ongoing, EUR 34,000)

Contracts for the same employee cannot overlap in dates. Similarly, remunerations within the same contract cannot overlap. The system enforces this automatically and will reject uploads with overlapping periods.

CSV format

Required columns

Employee fields

Column	Type	Required	Description	Example
`external_employee_id`	String	Yes	Unique employee identifier from your HR system	`EMP001`
`birth_date`	Date	Yes	Employee’s date of birth (YYYY-MM-DD)	`1990-05-15`
`gender`	String	Yes	`M` (Male), `F` (Female), `O` (Other), or `NS` (Not specified)	`F`
`disabled_employee`	String	Yes	Employee’s recognized disability grade: `no_disability`, `with_disability`, `disability_33` (≥33%), or `disability_65` (≥65%). Common aliases are accepted (e.g. `33`, `33%`, `65`, `with disability`, `no disability`).	`disability_33`

Contract fields

Column	Type	Required	Description	Example
`contract_type`	String	Yes	`permanent` or `temporary`	`permanent`
`contract_start_date`	Date	Yes	When the contract begins (YYYY-MM-DD)	`2024-01-01`
`contract_end_date`	Date	No	When the contract ends (empty if ongoing)	`2024-12-31`
`contract_end_date_reason`	String	No	Why the contract ended: `resignation`, `termination`, `change_of_contract`, `retirement`, or `fatality`	`resignation`
`location`	String	Yes	Country code where the employee works (ISO 2-letter, uppercase)	`ES`
`employment_category`	String	Yes	Job category or professional classification	`Engineer`
`working_hours_ratio`	Decimal	Yes	FTE ratio: `1.0` for full-time, `0.5` for half-time, etc.	`1.0`
`labor_agreement`	Boolean	Yes	Whether the employee is covered by a collective bargaining agreement	`true`

Remuneration fields

Column	Type	Required	Description	Example
`remuneration_amount`	Decimal	No	Annual gross salary including bonuses, extra payments, allowances, and benefits in cash or kind (e.g., shares, insurance, social benefits)	`35000.00`
`remuneration_currency`	String	No	Currency code (e.g., `EUR`, `USD`, `GBP`, `CHF`)	`EUR`
`remuneration_start_date`	Date	No	When this salary period begins	`2024-01-01`
`remuneration_end_date`	Date	No	When this salary period ends (empty if ongoing)	`2024-12-31`

Remuneration definition: The remuneration amount should include the employee’s annual gross salary plus bonuses, extra payments, allowances, and benefits in cash or kind (e.g., shares, insurance, social benefits). This is the total compensation figure used for pay gap analysis.

Example CSV

external_employee_id,birth_date,gender,disabled_employee,contract_type,contract_start_date,contract_end_date,contract_end_date_reason,location,employment_category,working_hours_ratio,labor_agreement,remuneration_amount,remuneration_currency,remuneration_start_date,remuneration_end_date
EMP001,1990-05-15,F,no_disability,permanent,2024-01-01,,,,ES,Engineer,1.0,true,35000.00,EUR,2024-01-01,
EMP002,1985-11-20,M,no_disability,permanent,2023-06-01,,,,ES,Manager,1.0,true,48000.00,EUR,2024-01-01,
EMP003,1995-03-10,F,disability_33,temporary,2024-03-01,2024-09-30,,ES,Analyst,0.5,false,18000.00,EUR,2024-03-01,2024-09-30
EMP004,1988-08-25,M,disability_65,permanent,2022-01-01,2024-06-30,resignation,DE,Developer,1.0,true,42000.00,EUR,2024-01-01,2024-06-30
EMP005,1992-12-01,O,with_disability,permanent,2024-07-01,,,,FR,Designer,0.8,true,30000.00,EUR,2024-07-01,

How to upload

Go to Data > Workforce

Navigate to the Workforce section under Data in the Dcycle app. You’ll see the list of employees (empty if this is your first upload).

Click Upload

Click the Upload button in the top right. This opens the data import interface.

Import your data

You can paste data from a spreadsheet, upload a CSV or Excel file, or enter data manually. The importer maps your columns to the expected fields.

Review validation

The importer checks your data in real time:

Errors (red): Must be fixed before uploading (e.g., missing required fields, overlapping contracts)
Warnings (yellow): Optional corrections (e.g., unusual values)

Common validation checks:

No duplicate Employee ID + contract start date combinations
Contract dates don’t overlap for the same employee
Remuneration dates fall within the parent contract dates
Gender values are valid (M, F, O, NS)
Working hours ratio is between 0 and 1

Confirm upload

Once all errors are resolved, confirm the upload. The file is sent for processing, and you’ll see a notification when it completes.

Viewing contract data

Employee list

The employee list shows all uploaded employees with key information at a glance:

Employee ID: The external identifier from your HR system
Employment category: Job category/classification
Location: Country where the employee works
Contract dates: Start and end date of the current/latest contract
Upload source: Which file the record came from

You can search by Employee ID and filter by:

Upload file (to see records from a specific import)
Upload date range

Employee detail

Click on any employee to see their full record:

Personal data: Employee ID, birth date, gender, disability status
Contract history: All contracts with their type, dates, location, category, working hours ratio, and labor agreement status
Remuneration history: Salary periods within each contract, showing amount and currency
Trainings: All training records linked to this employee
Absenteeisms & Accidents: All absence and accident records

How it appears in reports

Contract and remuneration data feeds into these report sections:

Headcount and FTE

Dimension	What it shows
By gender	Number of employees and FTE split by Male, Female, Other
By country	Workforce distribution across countries
By contract type	Permanent vs Temporary breakdown
By workday type	Full-time vs Part-time (based on working hours ratio)
By job category	Distribution across employment categories
By age group	Grouped by age ranges calculated from birth date
By disability	Employees grouped by disability grade (no disability, with disability, ≥33%, ≥65%)

Remuneration analysis

Metric	Description
Average remuneration	Mean salary by gender, job category, age group
Gender pay gap	Percentage difference between male and female average remuneration
Remuneration by category	Average salary per employment category

Turnover

Metric	Description
New hires	Employees whose contract started during the period
Departures	Employees whose contract ended during the period
Turnover rate	Departures / Average headcount
End reasons	Breakdown by resignation, termination, contract change

Field reference

Gender values

Value	Meaning
`M`	Male
`F`	Female
`O`	Other
`NS`	Not specified

Contract types

Value	Meaning
`permanent`	Open-ended employment contract
`temporary`	Fixed-term contract with a defined end date

Contract end reasons

Value	Meaning
`resignation`	Employee voluntarily left
`termination`	Employer ended the contract
`change_of_contract`	Contract ended because a new contract was issued (e.g., temporary to permanent)
`retirement`	Employee retired
`fatality`	Contract ended due to the employee’s death in service

All end reasons except change_of_contract count as departures for the turnover metric (the employee leaves the organization). change_of_contract is excluded because the employee stays.

Working hours ratio

The ratio represents the fraction of a full-time schedule:

Ratio	Meaning
`1.0`	Full-time
`0.5`	Half-time
`0.8`	80% of full-time (e.g., 4 days/week)
`0.25`	Quarter-time

Best practice: Use your payroll system’s FTE values directly. If an employee works 30 hours in a 40-hour-week organization, the ratio is 0.75.

Frequently asked questions

Can I upload employees from multiple subsidiaries at once?

No. Each upload is scoped to a single organization. If you have subsidiaries, upload workforce data separately for each one. Reports will consolidate across the organization tree automatically.

What happens if I upload an employee that already exists?

If the Employee ID already exists in the organization, the system will add the new contract and remuneration data to the existing employee record. It will not create a duplicate employee.

How do I update an employee's contract?

Upload a new row with the same Employee ID and updated contract details. If the contract dates overlap with an existing contract, the upload will fail — you’ll need to delete the old record first or adjust the dates.

What if I don't have remuneration data?

Remuneration fields are optional. You can upload employee and contract data without salary information. However, pay gap metrics will not be available in reports without remuneration data.

How do I handle an employee who changed from temporary to permanent?

Create two rows with the same Employee ID:

First row: temporary contract with an end date and reason change_of_contract
Second row: permanent contract starting after the temporary one ends

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Automation & AI

What is contract data?

Why is it needed?

Data structure

CSV format

Required columns

Example CSV

How to upload

Viewing contract data

Employee list

Employee detail

How it appears in reports

Headcount and FTE

Remuneration analysis

Turnover

Field reference

Gender values

Contract types

Contract end reasons

Working hours ratio

Frequently asked questions

​What is contract data?

​Why is it needed?

​Data structure

​CSV format

​Required columns

​Example CSV

​How to upload

​Viewing contract data

​Employee list

​Employee detail

​How it appears in reports

​Headcount and FTE

​Remuneration analysis

​Turnover

​Field reference

​Gender values

​Contract types

​Contract end reasons

​Working hours ratio

​Frequently asked questions

What is contract data?

Why is it needed?

Data structure

CSV format

Required columns

Example CSV

How to upload

Viewing contract data

Employee list

Employee detail

How it appears in reports

Headcount and FTE

Remuneration analysis

Turnover

Field reference

Gender values

Contract types

Contract end reasons

Working hours ratio

Frequently asked questions