Best Practices

  • This process provides an efficient method to inactivate an employee, their job(s), leave and voluntary deductions, as well as create a vacancy (or associate an existing vacancy) for the Position assigned to the employee's job.
  • Vacancy Status' must be defined in order to use this process. To see what your vacancy status' are, go to Position Tracking - Vacancy Tab - Vacancy Status and review/add current vacancy status in your system.
  • This is available to all Enterprise customers and to other organizations with software bundle PR02.


Vacancy Statuses    

  • The Termination Code/Vacancy Status entered on the Terminate Employees process must be set up in a specific way in order to automatically select either Retire Employee in Personnel Demographics or Terminate employment status in Personnel Demographics
  • Vacancy Status must be "Termination", "TERMINATION" or "RESIGNATION" to select the Terminate employment status 


  • Vacancy Status must be "Retired" or "RETIRED" to select the Retire Employee in Personnel Demographics

  

Terminate Employees

  • With this process, individual employees can be marked as terminated, or, employees can remain current, but their job and leave can be inactivated. The following fields are affected:
    • Current Employee flag, on the Status tab in Personnel Demographics, is unset.
    • Employee Status, on the Status tab in Personnel Demographics, is changed to TERMINATED (or a different status as indicated on the Status tab in the Personnel GSV's) or RETIRED if the Retire Employee in Personnel Demographics is selected
    • Employee Payable flag, on the Status tab in Personnel Demographics, is unset.
    • Termination Date, on the Longevity tab in Personnel Demographics, is populated with a TERMINATED status
    • Active Job flag, in the Job Masters, is unset (NOTE: each job must be selected individually as part of this process in order for this to occur on all jobs).
    • Leave IDs are inactivated if Inactivate Leave Job Records or Inactivate Leave Job and Leave Master Records is selected as part of the process.
    • Deductions (non-tax deductions only) are inactivated. Additionally, the system creates a document in the employee's Personnel Demographics (under Personal → Documents), called Term Employee - Non-Tax Deductions, which lists all the deductions that were inactivated.

Terminate Employees

  • HR → Payroll → Other → Terminate Employees
  • Click Load to choose the desired Personnel ID
  • Click Load to choose an active Job Number for the employee. Information about the job will populate automatically. 

NOTE: If the Active Job boolean is not flagged, it means the job you selected is not active, and therefore does not need to be selected in this process.

  • Enter the Job Ending Date IF...the default (today's date) is not appropriate. 

NOTE: If the date you enter is after today's date, the employee will not be marked as terminated until that date.

  • Click Load to select the appropriate Termination Code/Vacancy Status. Selecting the codes of RESIGNATION or TERMINATION automatically set the Terminate employment status in Personnel Demographics flag. If any other code is selected and you want to terminate employment status for the selected employee, this flag can be manually set.
  • If you are running this process to inactivate one or more jobs, but do not want to terminate the employee's status in Personnel (not unsetting the Current Employee flag or changing their status to TERMINATED), be sure that the Terminate employment status in Personnel Demographics flag is unset.
  • Select Retire Employee in Personnel Demographics to set the Employee as non-current, the Employee Status as RETIRE, and the Retirement Date in Demographics Longevity tab; this will not set the Termination Date
  • Select Inactivate Leave Job Records and/or Inactivate Leave Job and Leave Master Records (as desired)
  • Enter Group Health Insurance Termination Date (if applicable) which updates the Group Health Insurance Termination Date in Demographics Benefits tab
  • Enter a Reason for Leaving (if desired)
  • Click Save 
  • Click Cancel
  • Click Print
  • An audit trail for all terminated employees will print to your screen/printer
  • Carefully Review the audit trail for accuracy
  • Click Set Flags (if correct) OR Click Cancel