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Off-boarding and terminating an employee | HR Web Platform

Jimmy
Updated

There will be instances where an employee agreement has ended with your organisation and they will need to be off-boarded and terminated. The employee off-boarding feature allows you to terminate an employee and specify the termination type, date, and the reason behind their termination. Whereas the employee removal feature allows you to delete an employee and their details from your HR platform.

Warning

Deleting an employee from your platform will remove their data, which means there is no record kept for auditing purposes. We recommend this step only if there is a duplicate employee file and/or their details show as pending, meaning the employee has not yet signed into the HiR platform.

If your organisation has an active connection to the learning platform, then terminating an employee from the HR platform will also deactivate the employee's learning account. However, if you delete an employee record on the HR platform, it will not delete that employee from your learning platform.

Also, you can only set a payroll cut-off date if you are using our Employment Hero Payroll product. Plus, the termination date must be future dated for the termination time, date, and payroll cut-off options to appear on your HR platform.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  We base the default access level on a per user basis and whether they have  view,  edit and  delete access and excluding any changes made via our Custom Security feature.

Daily activities

Backfill a role with SmartMatch: Recommended talent available
  1. Click the  Personnel menu.
  2. Click the Employees submenu.
  3. Click the SmartMatch button.
  4. Click the  button.

    Helpful Hint

    To view their profile, click the   button. To start recruiting them, go to the Saved Candidates page in the Recruitment module.

    backfillavailable.jpg
Backfill a role with SmartMatch: There is no talent to recommend
  1. Click the  Personnel menu.
  2. Click the Employees submenu.
  3. Click the SmartMatch button.
  4. Click the Get Started button.

    Helpful Hint

    We will send a reminder to create a backfill role a week before their termination date.

    nosmartmatch1.jpg
  5. If you choose to create an advert, this will open the Create a Job screen, where you will need to enter the required details.
  6. If you choose not to create a backfill role advert when you are offboarding the employee, you can do this retroactively:
    • Open the Employee page.
    • Click on the Actions button.
    • Click the Create Backfill Role button.

    Helpful Hint

    If you cancel the offboarding of the employee, we will then automatically close the related backfill role you created on your HR platform.

    nosmartmatch2.jpg
Cancel an employee offboarding

Important

You can only cancel an employee's offboarding if the termination date has yet to occur.

  1. Click the  Personnel menu.
  2. Click the Employees submenu.
  3. Click the Action  button.
  4. Click the   Cancel Offboarding button
    Terminate_5.jpg
  5. Choose whether to maintain or close the remaining employee offboarding tasks.
  6. Click the Confirm button.
    Terminate_6.jpg
Offboard and terminating an employee

Important

Before off-boarding an employee, make sure that you have created an off-boarding checklist. This generates a list of tasks that need completing before their termination date. To read further details on how to create an off-boarding checklist, refer to the following article.

  1. Click the   Personnel menu.
  2. Click the Employees submenu.
  3. Click the Action   button next to the employee that needs off-boarding.
  4. Click the   Off-Board Employee button.
    Terminate_1.jpg
  5. Complete the following fields:
    • Termination date.
    • Termination type.
      • Voluntary cessation.
      • Health.
      • Deceased.
      • Redundancy.
      • Dismissal.
      • Contract cessation.
      • Transfer.
    • Employee access:
      • Allow access until a specified date and time:
        • Give access until x date at x time.
      • Remove access immediately
      • Allow access until the termination date.
    • Payroll cut off date:
      • Same as termination date.
      • Custom date.

      Helpful Hint

      The Payroll Cut Off Date field allows you to choose a different time you like the platform to terminate the employee on your payroll platform. For example, so you can still finish the remaining leave and expense approvals or process your final pay run.

  6. Click the Terminate button.
    Terminate_2.jpg

Deleting data

Remove an employee from the HR platform

Warning

Removing an employee from your platform will remove their data, which means there is no record kept for auditing purposes. If you want to remove your employees but keep their data, then refer to the Off-Boarding section of this article. An admin can not delete an employee once they have:

  • Have an asset assigned.
  • Onboarded an employee.
  • Submitted or approved leave.
  • Submitted or approved timesheets.
  • Signed an HR document and/or contract.
  1. Click the   Personnel menu.
  2. Click the Employees submenu.
  3. Click the Action   button next to the employee that needs removing.
  4. Click the   Delete button.
    Terminate_3.jpg
  5. On the confirmation screen, type in the employee's name and click the Delete button.

    Important

    The HR platform shows the employee's name in bold within the two brackets. The employee name, however, does not include the two outer brackets. To delete an employee, you need to type in the employee name, including any dates, times, and/or punctuation marks displayed in the name.

    Terminate_4.jpg

Further Information

What do the termination types mean?
Termination code. Description. Explanation.
V.

Voluntary cessation.

An employee resignation, retirement, domestic or pressing necessity, or abandonment of employment.
I.

Ill health.

An employee resignation due to a medical condition that prevents the continuation of employment, such as for illness, ill-health, medical unfitness, or total permanent disability.
D.

Deceased.

The death of an employee.
R.

Redundancy.

An employer initiated termination of employement due to ‌genuine redundancy or approved early retirement scheme.
F.

Dismissal.

An employer initiated termination of employment due to dismissal, inability to perform the required work, misconduct, or inefficiency.
C.

Contract cessation.

The natural conclusion of a limited employment relationship due to the contract/engagement duration or task completion, seasonal work completion or to cease causal that are no longer required.
T.

Transfer.

The administrative arrangements performed to transfer an employee across payroll systems, move them temporarily to another employer (machinery of government for public servants); transfer of business; move them to outsourcing arrangements or other such technical activities.

Author recommended

So you have now offboarded an employee and you are now wondering, what next can I do. There are two recommendations I would make on this front and they are:

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