SYNTHETIC SAMPLE. All speakers are fictional roles. No real people or data.

Workshop: Fixed-term contract end dates
Date: 2026-09-10
Participants: HR Ops Manager, HR Partner NL, HR Partner DE, HRIS Analyst, Payroll Lead

[00:00:30] HRIS Analyst: Thanks all. Goal today is to understand the problem with fixed-term contracts and what you need from Workday.
[00:01:05] HR Ops Manager: Every month we miss contract ends. Managers find out when the person is already gone. Last quarter it was around fifteen cases across the group.
[00:02:20] HR Ops Manager: Today we have an Excel that one of my team updates by hand every Monday. It is always out of date.
[00:04:12] HR Partner NL: For the Netherlands we need to decide at least one month before the end date. It is a legal thing, if we do not inform the worker on time we pay a penalty.
[00:05:02] HR Partner DE: In Germany it is different, we mostly care about the second extension, because after a certain number of extensions the contract becomes permanent.
[00:06:02] HRIS Analyst: So you want a notification from Workday?
[00:06:15] HR Ops Manager: Or a report, as long as we see it early enough.
[00:07:30] HR Partner NL: And the manager should confirm: extend, convert to permanent, or let it end. Today that decision is in email.
[00:08:10] HR Partner DE: I think HR should approve the extension, not only the manager.
[00:08:25] HR Partner NL: For us the manager decides and HR only checks. Let us not make it heavy.
[00:09:40] Payroll Lead: Whatever you do, the end date must flow to payroll on time. If the extension is entered after the cut-off we have a problem with final pay.
[00:11:00] HRIS Analyst: How many fixed-term workers do we have roughly?
[00:11:12] HR Ops Manager: Around 800 at any time, mostly in NL and PL.
[00:12:30] HR Ops Manager: Poland is out of scope for now, they have their own process until next year.
[00:13:45] HR Partner DE: It would also be nice if the manager gets a reminder on their phone.
[00:15:00] HRIS Analyst: Okay. I will write this up and come back with questions.
