How to Issue a Permanent Contract So That the Seafarer Is Also Paid When Ashore
Permanent contract holders are typically paid both while on board and while ashore. This guide explains how to set up such contracts in Oracle to ensure continuous payment.
Key Requirements for Payment While Ashore
A seafarer will continue to receive wages while ashore if:
- The most recent Financial Offer (F/O) is marked as “Permanent Contract”.
- The seafarer is assigned Status 11 (a special status for permanent contract holders)
Scenarios Covered Below
Scenario 1:
1a. Seafarer actually Joins and Leaves Vessels
1b. Seafarer Disembarks and Continues to Be Paid Ashore
1c. Seafarer is reassigned for next assignment (but still needs to be paid whilst ashore before next embarkation)
1d. Cancel Payments While Ashore
Scenario 2: Seafarer Never Joins a Vessel (e.g., Shore-Based Inspector)
Scenario 3: Cancel Payments for a Seafarer Not On Board
Scenarios and Procedures
Scenario 1: Seafarer actually Joins and Leaves Vessels
1a. Seafarer actually Joins a Vessel
- Create an F/O and tick “Permanent Contract”.
- Set Travel Days to:
- Travel – paid as per contract rules, or
- Full – paid full wages while traveling.
- Sign on the seafarer and activate the F/O as usual.
- Wages are paid normally.
Note: If the seafarer has never been marked as a permanent contract holder and needs to be paid before signing on:
- Do not create a new Proposal or F/O.
- Instead, create a new version of the last F/O covering the pre-sign-on period.
- Notify IT (Niki) to activate the entry and tick the “Permanent Contract” box.
1b. Seafarer Disembarks and Continues to Be Paid Ashore
- Sign off the seafarer as normal.
- Because the F/O is marked “Permanent Contract,” the system sets the seafarer to Status 11.
- Create a new versionof the last F/O:
- Duration: Time ashore.
- Wages: Adjust as needed (e.g., exclude overtime).
- Addenda Reason: Use PASH (Payments Ashore).
- Tick “Permanent SEA”.
- Activate using the “Active Addendum” button.
No SEA printout is required while ashore. The entry is excluded from the SEA Missing Scans list.
Note: You can also line up the seafarer for the next assignment. They will continue to be paid under the ashore version until they sign on again. See 1c below.
1c. Seafarer is reassigned for next assignment but is still paid whilst ashore during this pre-joining period
- Create a completely new Negotiation / FO entry for his next assignment on board
- At the appropriate time perform the following in the FO
- "Transfer salary to Prop / Agent to issue AC" to be ticked in the NEW F/O
- "Permeant SEA" and "Travel" to be selected in the NEW F/O
- Approve new Negotiation (employee / employer)
- Note: Seafarer will become status 6 but will continue to be paid since the previous financial offer is marked as permanent until the next sign on
- Approve F/O and sign on seafarer on as normal
1d. Cancel Payments While Ashore
To stop payments:
- Option 1: Untick “Permanent Contract” in the most recent F/O.
- Option 2: Set the seafarer to an inactive status.
All users can change Status 11 to inactive. A warning and confirmation email will be generated automatically.
Scenario 2: Seafarer Never Joins a Vessel (e.g., Shore-Based Inspector)
- Create an F/O and tick “Permanent Contract”.
- Reject the Proposal.
- Manually set the seafarer’s status to 11 in the employee file.
- An automatic email is sent to Operations and Crew Account
If you try to set Status 11 without rejecting the Proposal, an error message will appear.
Scenario 3: Cancel Payments for a Seafarer Not On Board
To stop payments:
- Remove the “Permanent Contract” tick, or
- Set the seafarer to an inactive status.
Setting to inactive triggers an automatic confirmation email.
Wages Flow Note
For extended permanent contracts, travel days are calculated for the entire period the seafarer is not on board.
This is inserted by default into the next month until the seafarer’s permanent status is removed.
