Terminate An Employee (for HR Coordinators)

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Terminate an Employee(for HR Coordinators)December 2020

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingTable of ContentsTerminate Employee Business Process . 4Process Overview . 4Events and Reasons . 4Before you begin . 5Procedure: Terminate Employee . 6Procedure: Assign Roles to Worker. 12Procedure: Remove User-Based Security Group Assignments . 14Procedure: Manage Business Processes for Worker . 16Procedure: Add Retiree Status . 16Last Updated on: 12/27/2020Page: 2 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingTerminate Employee Business ProcessProcess OverviewThe process steps in the Termination business process are listed in the table below.#Process StepsRoleDescriptionInitiate TerminationHR CoordinatorSpecify employee, termination reason, date of1termination, etc.Appointing AuthorityAgency approval of termination requestAgency ApprovalsPartner2Budget and FinanceAgency budget approval for termination request.PartnerTo Dos:HR CoordinatorReview the security role of the position and outsideSecurityHR Partnerof Workday, fill out the Application & Authority forOPSB System Access (if applicable).3Security AdministratorRemove user-based security groups (if applicable)HR CoordinatorAssign roles to another workerTo Dos:HR CoordinatorRoute assigned tasks to another worker.Manage Business4Processes Assigned fora Worker5 Update Retiree StatusRetiree PartnerAdd/Update retiree status (if applicable)To Dos:Payroll PartnerRequest severance payout and/or final leave payout(if applicable)6 PayrollProcess final paycheck7 Terminate User AccountWorkday SystemTerminate user Workday accountNOTE: Routing is based on the reason selected when initiating the business process.Events and ReasonsThe table below includes valid voluntary and involuntary reasons that a manager can terminate an employee.You must always select a primary reason. Secondary reasons are generally entered for informationalpurposes. However, disciplinary termination reasons (in bold) require a secondary reason. When you selectone of these primary reasons, you must also select the “Unsatisfactory Report of Service” secondary reason.Primary and secondary reasons are listed in the Table 1 and Table 2 below.Table 1 – Termination Primary ReasonsEventReasonResignation in Lieu of Termination *TerminationResignation Without Proper Notice *(Primary Reasons Resigned for Military Service *Voluntary)Resigned State Service *Transfer to a non-SPMS Agency *RetiredTerminated *TerminationTerminated on Probation *(Primary Reasons Terminated with Prejudice *Involuntary)Contract Expired *Deceased *End of Temporary Employment *New Hire – No Show *New Hire – Declined Offer After Acceptance *Leave Without Pay (Medical, Military, Personal) *Laid Off From Allocated PositionPosition AbolishedNOTE: An asterisk (*) indicates a reason for which a manager can initiate a termination.Last Updated on: 12/27/2020Page: 3 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingTable 2 – Termination Secondary ReasonsEventReasonAccepted Another JobTerminationBest Interest of the State(Secondary Reasons)Continuing EducationInsufficient SalaryJob Affiliated with a UnionJob LocationJob Not Affiliated with a UnionLack of Career Path with JobLack of Parking at Job LocationLack of Tuition AssistanceMilitary ObligationPersonal ReasonsRelocating Outside of AreaUnable or Unwilling to Perform All Job DutiesUnsatisfactory Report of ServiceInformation: Approval is required for termination processes.The designated Appointing Authority approves the following termination reasons: Laid Off from Allocated Position LWOP-Medical LWOP-Military LWOP-Personal Position Abolished Terminated Terminated On Probation Terminated With Prejudice Resignation in Lieu of Termination Resignation Without Proper NoticeThe designated Budget and Finance Partner approves the following termination reasons: Laid Off from Allocated Position Position AbolishedBefore you begin You will need the following information to complete the Termination business process. Terminated Employee Name or Employee ID Number Termination Date Reason for Termination Last Day or Work Pay Through DateLast Updated on: 12/27/2020Page: 4 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingProcedure: Terminate EmployeeUse this procedure to enter and submit an employee termination in Workday.IMPORTANT: All employee timesheets should be submitted and approved prior to the termination date. Timesheetsshould include any time off taken. If there is going to be a position overlap:o The termination must be processed in advance of the termination date.o The overlap hire (employee assuming the positon) must be processed in advance of thetermination date. The effective date of contractual employee terminations should be the last day of workProcedure:1. Search for the employee.Tip: To find an employee Type the employee name or employee ID in the Search field. Then, click the Search icon, OR Find the employee in their assigned Supervisory Organization on the Members tab.2. Click the Related Actions and Previewicon next to the employee's name.3. In the menu, hover over Job Change and then Terminate Employee.Last Updated on: 12/27/2020Page: 5 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingTerminate Employee4. In the Primary Reason field, use the promptto select the reason for termination.Information: If the primary reason selected is a disciplinary termination, then Unsatisfactory Reportof Service must be chosen as a secondary reason. The combination of these reasons will trigger a106 or 106P and put the person in the POC database so that all agencies can access theinformation.5. A secondary reason is required if the primary reason selected is for a disciplinary termination. Ifapplicable, use the promptfield.Last Updated on: 12/27/2020to select a secondary reason for termination in the Secondary ReasonPage: 6 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingTerminate Employee6. In the Details section, click the Editicon to complete the fields.7. Enter the dates on the Terminate Employee page based on the criteria below. Note: Refer to theWorkday Termination Reference table on page 9 for examplesLast Updated on: 12/27/2020Page: 7 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingTerminate Employee: Date Guide#Date Field1TerminationDate2Last Day ofWorkDescription Mandatory Field. This is the effective date of the termination event. This field is mandatory and should reflect the employee’s last day in the position, which wouldinclude work time and the use of paid leave. The termination is assumed to take effect at the end of the workday. The Termination Date for an employee retiring directly from employment should reflect the last dayof the month, and the retirement date would reflect the first day of the following month. 34 PayThroughDate ResignationDateMandatory Field.This date should be the same as the Termination Date.This date will auto populate after the Termination Date is entered and should not be changed.The last day of work may include the last physical day at work or the last day on paid leave as anactive employee, whichever is later.Mandatory Field. Allows employee to be remain on payroll CPB.This date is used to remove the employee from Payroll; Reflects the date the employee will beremoved from the State’s payroll.Allows the processing of pay/time card corrections prior to the final payments.Must be two full pay periods after the Termination Date; should always be the pay period enddate of the pay period.Will not prevent the agency from recruiting activities for the vacant position.Note: Workday will calculate what is owed the employee for accrued/earned leave based onCOMAR. This will be automatically paid out to the employee on the first pay date following the PayThrough Date. Optional Field. The Resignation Date applies to voluntary terminations only. This is the date the employee submitted their notice of resignation. This information may be useful in situations that involve employee relations activities.Workday Termination Date ReferenceDates(Systemdate fields inbold)ResignationDateTimesheetsapproved byTerminationDateLast Day ofWorkPay ThroughDateFinal PayoutPay DateRetirementDateScenarioEmployee Resigned:6/3/2016Last day in the office:06/21/16Leave:No leave takenScenarioEmployee Resigned:5/27/2016Last day in the office:06/10/2016Leave:6/13/16 – 6/21/16ScenarioRetirementSubmitted: 6/3/2016Retirement Date:7/1/2016Last day in the office:06/30/2016Leave:No leave takenScenarioRetirementSubmitted: 6/3/2016Retirement Date:7/1/2016Last day in the office:06/10/16Leave:6/13/16 – 6/30/16June 3, 2016May 27, 2016June 3, 2016June 3, 2016June 21, 2016June 21, 2016June 30, 2016June 30, 2016June 21, 2016June 21, 2016June 30, 2016June 30, 2016June 21, 2016June 21, 2016June 30, 2016June 30, 2016July 19, 2016July 19, 2016August 2, 2016August 2, 2016July 27, 2016July 27, 2016August 10, 2016August 10, 2016N/AN/AJuly 1, 2016July 1, 2016Last Updated on: 12/27/2020Page: 8 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingTerminate Employee Page – Position Details8. In the "Position Details" section, you may overlap the position if appropriate.NOTE: This checkbox is only active when the Termination Date entered is in the future.***Do not close the position in this process.***9. If applicable, attach the appropriate documents in the Attachments section at the bottom of the transaction screen.10. Click the Submitworkflow.button. This will submit the termination and route to the next step inInformation: The termination will be routed for approval. Additional tasks (e.g. ToDos are completed and will appear in the HR Coordinator’s Inbox. Refer to the ProcessOverview for details.Last Updated on: 12/27/2020Page: 9 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingTerminate Employee11. Review the next step in the process and then do one of the following:12. Click the grey button in the Up Next section if there is another task for you to complete in the process, OR13. Click the Done button to finish.Information: If the termination reason is retirement, the transaction will be routed to the Retiree Partner .14. The System Task is complete.Last Updated on: 12/27/2020Page: 10 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingProcedure: Remove User-Based Security GroupAssignmentsUse this procedure to review and mark the “Remove User Based Security Group Assignments” taskcomplete.A reminder to evaluate the terminated employee’s user-based role assignments may also appear in theHR Coordinator’s inbox. The user-based role assignments (such as an administrator) for theterminated worker need to be evaluated, if applicable. An OPSB System Access form should besubmitted to shared.services@maryland.gov to add, delete or change role assignments.Procedure:1. From the homepage, click the Inbox iconor hyperlink.2. On the Actions tab, click the “Terminate” task to the employee. Note: the employee’s name is in thetask name.3. On the Actions tab, click the “Remove User Based Security Assignments” task. Note: Theemployee’s name is in the task name.4. Read the instructions and then click the Submitbutton.Information: The roles for the terminated worker need to be evaluated and reassigned toanother worker, if applicable. An OPSB System Access form should be submitted toshared.services@maryland.gov to add, delete or change role assignments.Last Updated on: 12/27/2020Page: 11 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingUp Next5. The task is marked complete. Review the next step in the process and then do one of the following:Click the button in the Up Next section if there is another task to complete in the process, ORClick the Done button to finish.6.The System Task is complete.Last Updated on: 12/27/2020Page: 12 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingProcedure: Manage Business Processes for WorkerUse this procedure to cancel or reassign pending tasks for a worker that is leaving. This task appearsin the HR Coordinators Inbox when an employee leaves a position (e.g., after a termination is approvedin the system) and has tasks awaiting action.Procedure:1. From the homepage, click the Inbox iconor hyperlink.2. On the Actions tab, click the “Terminate” task to the employee. Note: the employee’s name is in thetask name.3. To cancel or reassign tasks, click on the "Inbox Items Assigned to Worker” tab.Manage Business Processes for Worker4.In the Action column, use the prompt to select the appropriate action (i.e., Cancel or Reassign)5.If you are reassigning the task, use the prompt to select the reassigned worker.6. Click the SubmitLast Updated on: 12/27/2020button.Page: 13 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingUp Next Page8. The task is marked complete. Review the next step in the process and then do one of the following:a. Click the grey button in the Up Next section if there is another task to complete in theprocess, ORb. Click the Done button to finish.9. The System Task is complete.Last Updated on: 12/27/2020Page: 14 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingProcedure: Assign Roles to WorkerUse this procedure to review and mark the “Assign Roles to Another Worker” task complete.The Assign Roles to Worker task is a “To Do” that displays when a worker leaves a position. When aworker leaves a job, you may need to assign that worker’s roles to another worker. The roles for theterminated worker need to be evaluated and reassigned to another worker, if applicable. An OPSBSystem Access form should be submitted to shared.services@maryland.gov to add, delete or changerole assignments.Procedure:1. From the homepage, click the Inbox iconor hyperlink.2. On the Actions tab, click the “Terminate” task to the employee. Note: the employee’s name is in thetask name.3. On the Actions tab, click the “Assign Roles to Worker” task for the terminated employee.4. Read the instructions and then click the Submitbutton.Information: The roles for the terminated worker need to be evaluated and reassigned toanother worker, if applicable. An OPSB System Access form should be submitted toshared.services@maryland.gov to add, delete or change role assignments.Last Updated on: 12/27/2020Page: 15 of 16

Title:Role(s):Functional Area:Terminate EmployeeHR CoordinatorStaffingUp Next Page5. The “Assign Roles to Another Worker“ task is marked complete. Review the next step in theprocess and then do one of the following:a. Click the button in the Up Next section if there is another task to complete in the process, ORb. Click the Done button to finish.6. The System Task is complete.Last Updated on: 12/27/2020Page: 16 of 16

Dec 27, 2020 · The effective date of contractual employee terminations should be the last day of work Procedure: 1. Search for the employee. Tip: To find an employee Type the employee name or employee ID in the Search field. Then, click the Search icon, OR Find the employee in their

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