Terminating an Employee
Terminating an Employee in the system means that the Employee will remain in your system so you'll be able to actually see the history of the Employee for your records. (Deleting an Employee entirely from your HR Partner system requires several additional steps.)
Terminating an Employee is an excellent option for those who wish to retain the information related to the Employee for referencing in the future, but don't necessarily want to see this Employee's information daily.
To mark your Employee as 'Terminated' while also keeping that Employee data, first go to the Employee's profile and then click on Edit Employee Details > Employment Info and the scroll down to the Terminate Employee button in orange.
Click on Terminate Employee and this will bring up a separate window so that you can record additional information related to the termination, including the date, termination reason and any relevant notes.
You will also notice some important action items during the termination process if they apply to your employee, such as the option to transfer their direct reports to another employee, outstanding company assets, and deactivation options for future employee reminders and outstanding checklists tied to this employee.
When you go back into Employees > All Employees you will notice that the terminated Employee now has a designation towards the right side so that you can easily separate those who are terminated from those who are not.
Employees access to the ESS portal
The employees access to the ESS Portal is based on the 'Termination Date'. For example, if you terminate an employee for a future date, they will still be able to log in until that date even though they are essentially marked as 'Terminated' in the system. After that date passes, they will be unable to access the ESS portal.
Filtering Out Terminated Employees
When in the Employees > All Employees you also have the option of filtering out those employees who have been terminated so that you do not see them in this view on an everyday basis.
Click on the Filter (ON) button towards the right side of your screen and this will open a separate window where you can filter Employees based on your different needs.
To Filter out the terminated Employees, select YES for "Show Active Employees Only?" and click NO for "Show Terminated Employees".
Adding Custom Termination Reasons
Don't Forget that you can customize your Termination Reasons by going to Setup > Configure > Categories, and scroll down to the Termination Reasons section. From here, you can add new termination reasons that aren't already in the system or edit existing reasons.
IMPORTANT: HR Partner Automatically Updates Position History
For your convenience, if the employee's position is already listed in the Positions & Salaries section, marking them as "Terminated" will automatically update their end date in that section as well. This means that if the employee is ever re-hired, you will still retain the data and information related to the employee's last position and salary before termination. However, if their position information is not logged in their Positions & Salaries section, the termination date will not be recorded.