© Restricted Rights - Illuceo Limiteduat-web-resources.hyperiongrp.com/cmsmedia/6534/workday... · Web viewFor payroll reasons, it is important that potential leavers are flagged

Workday Guide for Staff – Exit Process_V1.9_GLOBAL

Hyperion Staff Exit Guide and ProcessThis guide is for managers and staff in the business to explain the processes which need to be followed in Workday where a member of staff exits the business, either on a voluntary or involuntary basis. This could be due to resignation, retirement, end of a fixed term contract, redundancy, death or failure to show for a new job.

For payroll reasons, it is important that potential leavers are flagged to your local HR contact as soon as possible and they can advise and support you on any policy matters e.g. if it is appropriate to place a member of staff on Garden Leave.

This guide covers both Voluntary and Non-Voluntary Exit processes.

If Voluntary, please continue on page 1. See Voluntary leave reasons below: The resignation of the employee The decision of the employee to retire (processed as a resignation) An employee on a fixed term contract choosing to finish at end of the contract or wishing to exit early A new starter not showing for a new role

If Non-Voluntary, please go to page 5. See Non-Voluntary leave reasons below: Redundancy Death of the employee Dismissal

Overall Exit Process – Voluntary

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Responsibilities

Managers Flag leavers to HR representative as soon as possible so that these can be captured in payroll, bearing

in mind payroll cut offs which are published on the intranet. (Overpayments in salary will be charged to the business unit).

Enter leaving details into Workday (unless there are other agreed processes in the business unit).

Ensure that any agreed actions are consistent with Company policies. They will liaise with their local HR Representative for guidance and advice, where required.

Ensure that any agreed actions are appropriately authorised. In certain circumstances (particularly where there are exit costs), authorisation may need to be obtained from Senior Managers / RemCo.

Are responsible for agreeing any leaving arrangements with the employee and ensuring these are appropriately communicated to both the employee and HR.

Are responsible for recovering equipment and passes from employees on or before their last date of employment.

Agree work and handover plans with employee

Liaise with Service Desk if email needs to be redirected once the employee has left or to set up Out of Office messages.

Where the change is a resignation, end of fixed term contract, dismissal, or a ‘no show’, managers can initiate the termination request directly into Workday (using this guide for the update Workday instructions) if you wish to. Alternatively, liaise with your local HR representative to initiate the request in Workday.

When an employee is terminated on Workday, and they have outstanding tasks/processes in Workday, these may need to be reassigned to another employee. A Workday inbox task will be sent to the manager and the HR Representative to manage these outstanding tasks and processes.

HR Business Partners Are responsible for advising on company policy and legal matters in relation to the termination of

employment for their business units

Will assist line managers in preparing appropriate documentation to support the leaving process, particularly where this is bespoke to individuals e.g. Garden Leave arrangements

May negotiate exit terms with individuals (in corroboration with line manager), and subject to appropriate authorisations.

Will ensure that any statutory notifications in relation to the termination of staff are actioned.

For resignation, end of fixed term contract, dismissal, or a ‘no show’, HR Repesentative can initiate the termination directly into Workday on behalf of managers (using this guide for the Workday update instructions) if this is the approach for your business area.

When an employee is terminated on Workday, and they have outstanding tasks/processes in Workday, these may need to be reassigned to another employee. A Workday inbox task will be sent to the manager and the HR Representative to manage these outstanding tasks and processes.

HR Employee Services

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Once HRES receives notification of leaving dates they will ensure:

That holiday entitlements are calculated to the date of leaving and adjustments to final payments are made.

That termination payments are appropriately processed through payroll.

That any debts/loans (e.g. season ticket loans/exam fees/bonus clawbacks) are flagged to the Manager/HR as soon as possible, so that arrangement for the recovery of these amounts can be made

They process the action on Workday which will then send automated notifications to all internal departments of the leaver’s name and date of leaving e.g. facilities, IT, Legal etc.

The member of staff receives a leaver’s letter confirming final payment arrangements including the issuing of the leaving documentation.

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Voluntary - Notification from Member of Staff

A member of staff may voluntarily notify their manager of a decision by an employee to leave due to:

The resignation of the employee The decision of the employee to retire (processed as a resignation) An employee on a fixed term contract choosing to finish at end of contract or wishing to exit early A new starter not showing for a new role

Inform HR and Manage Request

In all cases, speak to your local HR contact who will advise on the best way to manage the exit and negotiate a retention package with the member of staff where necessary.

If the member of staff agrees to stay, no further action is necessary unless the negotiation involves a change to their role (refer to change in employment terms guide).

Additional steps for ‘End of Fixed Term Contract’ process:If you are a manager with a member of staff of your team you will receive a Workday notification prompt when the FTC expiration is within one month. Then, following conversations with your employee and your HR representative, you will need to take the required action on Workday. The Workday action may be completed by your HR representative if not initiated by yourself – please discuss with your HR representative as to who will perform this action.

Update Workday

Note: this step will be undertaken by the Manager or the HR representative – please contact your local HR contact to discuss the process for your business area.

If the member of staff is to leave, then the Workday system must be updated as follows:

How to Teminate an Employee in Workday

1. Login to Workday. Search for the employee by typing their name in the search bar at the top left.

2. Click on the symbol next to the employee’s name. Click on the option ‘Job Change’ and then ‘Terminate Employee’.

Important: If you do not have authority to terminate the employee, this option will not appear.

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3. Complete the Details screen as applicable.

Include the Primary Reason for the voluntary termination. For example, this could be ‘Resignation’, etc. – please use the options available under the ‘Voluntary’ list within the Primary Reason dropdown list.

Important: Ignore the ‘Secondary Reason’, ‘Local Termination Reason’ and ‘Regrettable’.

Tick ‘Not Eligible for Rehire’ and ‘Close Position’ if there is no intention to refill the position. It is assumed that we will always tick the ‘Close Position’.

Note: Termination Date is the last date of pay. And Last day of Work is the last day the employee is in the office.You can use these dates to indicate if an employee is to go on Garden Leave – i.e. if last day in the office is before the formal termination date.

4. If you need to provide supporting documentation for the termination, then scroll to the ‘Attachments’ section at the bottom. You can then drag and drop files into this section, or click the ‘Select files’ button to choose a file to attach.

Once attached you should provide a description of the document and select the relevant Category. In most instances for this process it should be recorded under ‘Termination’ category. However, if no categories are relevant to your documentation type, then choose ‘Other Documents’.

Important: If you are processing a resignation please ensure you attach the resignation letter under the ‘Termination’ category.

5. Click ‘Submit’ once complete. The details will now be sent to HR to complete the process.

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Non-Voluntary – HR Informed of Potential Leaver

A member of staff may be required to exit the business due to:

Redundancy Death of the employee Dismissal

In all these cases, your local HR contact must be informed immediately if they are not already involved.

Overall Exit Process – Non-Voluntary

Processing the Termination for Redundancy or Death

Follow these steps if the reason for termination is:

Redundancy Death of the employee

In these cases the manager is not required to initiate the termination in Workday. Instead, please contact your HR representative who will advise you on the correct processes to be followed and they will work with central HR to ensure that Workday is updated correctly.

Processing the Termination for Dismissal

Follow these steps if the reason for termination is:

Dismissal

Always speak to your local HR contact who will advise on the best way to manage the exit and negotiate any packages required with the member of staff where necessary. In the case of dismissal the manager or the HR representative can initiate the termination themselves in Workday – your HR representative will advise on the process for your business area, and how to update Workday if appropriate.

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Update Workday

Note: this step will be undertaken by the Manager or the HR representative – please contact your local HR contact to discuss the process for your business area.

If the member of staff is to leave, then the Workday system must be updated as follows:

How to Teminate an Employee in Workday

4. Login to Workday. Search for the employee by typing their name in the search bar at the top left.

5. Click on the symbol next to the employee’s name. Click on the option ‘Job Change’ and then ‘Terminate Employee’.

Important: If you do not have authority to terminate the employee, this option will not appear.

6. Complete the Details screen as applicable.

Include the Primary Reason for the non-voluntary termination for Dismissal. For example, this could be ‘Dismissed - Misconduct, ‘Dismissed - Other’, or ‘Dismissed - Performance’, – please use the options available under the ‘Involuntary’ list within the Primary Reason dropdown list.

Important: Ignore the ‘Secondary Reason’, ‘Local Termination Reason’ and ‘Regrettable’ boxes.

Tick ‘Not Eligible for Rehire’ and ‘Close Position’ if there is no intention to refill the position. It is assumed that we will always tick the ‘Close Position’.

Note: Termination Date is the last date of pay. And Last day of Work is the last day the employee is in the office.

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5. If you need to provide supporting documentation for the termination, then scroll to the ‘Attachments’ section at the bottom. You can then drag and drop files into this section, or click the ‘Select files’ button to choose a file to attach.

Once attached you should provide a description of the document and select the relevant Category. In most instances for this process it should be recorded under ‘Termination’ category. However, if no categories are relevant to your documentation type, then choose ‘Other Documents’.

6. Click ‘Submit’ once complete. The details will now be sent to HR to complete the process.

Managing a Workers Outstanding Workday Tasks / Processes when an employee is terminated

When a member of staff is terminated, if they have no outstanding tasks in Workday, then no further action is required by managers or HR Business Partners.

However, when the member of staff is terminated by yourself (or your HR representative), if they do have any open tasks or processes in Workday, these will need to be reassigned to another employee, for example if they had any open Time Off requests (for themselves or from their team) or if their Performance review was outstanding.

In this instance both the Manager and the HR representative will receive a task in their Workday inbox to manage these outstanding tasks and processes in Workday. This inbox task is called a “Terminate” task, with a title of “Manage Business Processes for Worker” within the body of the task.

The following set of instructions explains how to manage these tasks in Workday if you receive them for an employee who has been placed on leave.

Managing a Workers Outstanding Workday Tasks / Processes on Workday – for HR BPs & Managers

1. Login to Workday and review your inbox to see if you have any open inbox items, which would indicate that you do need to manage these outstanding tasks and processes in Workday for this ‘on leave’ employee.

Note: you will also receive an email about this inbox task in your outlook email inbox (it may come as an individual email notification or rolled up into your ‘Workday Daily Digest’ depending on your ‘Outlook Notification’ set up in Workday

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2. Click on the task in your inbox called “Terminate: [Employee Name]”. The title within the body of the task will be “Manage Business Processes for Worker”.

3. This will display any open tasks, processes and delegations for this employee.

Start with the tasks (inbox items) for the worker – for each one you need to decide what action to take. And in the case of a ‘reassignment’ action you need to decide who to re-assign to.

To review what Inbox tasks are open select the “Inbox Assigned to Worker” tab.

For the Inbox Items the “Actions” to choose from will differ depending on what the Task is. For example, for a Hire action there is only the option to Reassign, but for a Time Off request from a team member there is the opting to Reassign or Cancel. For most tasks the usual options available are:

Cancel – selecting this option will cancel the task/process

Reassign – selecting this option will then require for you to choose who to reassign the task to. You can reassign by searching for the relevant individual within a category (e.g. other managers or the HR Partner). Alternatively, you can reassign more quickly by just typing the name of the relevant person to reassign to in the “search” field. Employees available to reassign to will be dependent on their Workday access rights.

For a termination it is expected that all Tasks should be actioned or closed down. Therefore, if it does not require re-assignment for example if there was a task for Performance Reviews for “Self-Evaluation” which would only be completed by the employee themselves, then the suggestion is that you ‘Cancel’ this process.

Once you have reviewed all the Inbox Items for this employee and have actioned them (e.g. reassigned) as required or you have decided that they must all stay with the employee, then click Submit to close the task.

Note: Only click submit on this task once you have reviewed and actioned (as required) the Inbox Items, the Business Processes and the Delegations.

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4. To review what Business Processes are open select the ‘Business Processes about the Worker’ tab.

For the Business Processes the only Actions available are to ‘Cancel’ the Business Process or to do nothing (i.e. to leave as-is).

Cancel – selecting this option will cancel the process

Do nothing – if you wish to leave the business process in place for this employee then do not select ‘Cancel’ just move on to Submit

For a termination it is expected that all Business Processes should be closed down for the employee. Therefore, please choose to ‘Cancel’ these by select the Cancel tick box next to each Business Process.

Once you have reviewed and actioned all the Business Processes as required then click Submit to close the task.

Note: Only click submit on this task once you have reviewed and actioned (as required) the Inbox Items, the Business Processes and the Delegations.

5. To review what Delegations are in place for the employee select the ‘Delegations to the Worker’ tab.

The Delegations shown on this screen give an overview of the delegations to the employee (i.e. who they are a delegatee for).

For these Delegations you cannot take any action from this screen – this is for review only.

Where you need to change a delegation (i.e. move the delegatee to being another employee) then you should refer to the “Delegations” Workday guide.

Important: Moving delegations to another employee is especially important in the case of a termination, as the process/tasks that were delegated will not move automatically to another delegatee.

Once you have reviewed all the Inbox Items, the Business Processes and the Delegations (and actioned as required), then click ‘Submit’ to complete this task.

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