Q&A about employee termination and statuses

What is the status of the employee during the current pay period when the termination date is entered or downloaded?

• The employee’s status in the current pay period is considered Active or Inactive, unless manually changed to Terminated in the portal.

• If an employee status of Terminated is downloaded, the Employee Status field is not set to Terminated (by design). See the Employee Download rules document for information about how the downloaded employee status and termination date work together.

Why is it not changed to Terminated by the employee download in the current pay period?

• When employees have a status of Terminated:

  • They are not included in the Calc For All. By not changing the Employee Status field to Terminated, these employees can still be calculated in the pay period with their termination date.

  • They do not have Archived Time Card Reports created during the Pay Period Close. You need to be able to generate Archived Time Card Reports for their last pay period of hire.

  • They no longer can be found in search results from the Employee search screen, even if the termination date is within the current pay period.

  • They are excluded from any LaborViews for their supervisors, regardless of the termination date.

For the reasons above, it is not recommended that you set the Employee Status field to Terminated during the pay period the employee is terminated. If the employee was paid already before the pay period end date, the PM Employee (Interface) role should be denied to the employee.

Note  

Hours are not paid to the employee if hours exist after the termination date. There are exceptions to this within select Calculation Rules. See the Hire\Term Date Assignment, Employee Status Assignment, or the any of the Adjusting Hours Assignments.

What is the status of the employee after the Close Pay Period process is performed?

• The employee’s status is set to Inactive (the Employee Status with a Classification equal to Inactive) when the employee termination date is on or before the pay period end date. It is not set to Terminated (see the previous question for explanation).

  If there is more than one Employee Status type with a Classification of Inactive, the EmployeeStatus record in the database with the lowest ID is used. If a different Inactive status should be used, review the parameter: SYS Application System Standard Alpha 3 (Determines the employee status code to use by the Close Pay Period process when setting a terminated employee's status to inactive).

  Configuration > System > Application > search for and open SYS > Parameters > System > System Standard Alpha 3

When is the Employee Status set to Terminated?

• This is done manually in the portal or by the Employee Termination Scheduled Task.

  The number of pay periods to wait is based on the parameter: SYS Application System Standard Integer 11 (Number of pay periods to wait before changing an inactive employee's status to terminated).

  Configuration > System > Application > search for and open SYS > Parameters > System > System Standard Integer 11

  For additional information, see Employee termination scheduled task.

Note  

The employee's Home Labor Distribution record should NOT be expired. The reason is that to verify whether you can view the terminated employee's record (even after termination), the organization unit from the last Home Labor Distribution is used to determine your access to that organization unit's employees (Employee by Organization Data Access).

How long is a terminated employee shown in LaborViews?

• The employee is shown in LaborViews until X number of pay periods beyond the pay period containing the termination date.

  The value X is determined from the parameter: SYS Application System Standard Integer 2 parameter (Number of pay periods after termination an employee is visible in the system).

  Configuration > System > Application > search for and open SYS > Parameters > System > System Standard Integer 2

Note  

If the Employee Status is a Terminated status type, the SupervisorEmployeeList record is not created in the database for the employee by the LaborView Distribution process. This is based on the Employee Status at the time the LaborView Distribution is processed, meaning if the Employee Status is changed, the employee will still remain on the LaborView list (i.e. exist in SupervisorEmployeeList table).

Are hours reported/paid when the employee has a Termination Date or Terminated status?

• This is based on rules configuration. See the Employee Status Processing and Hire/Termination Date Processing rules document for more information.

Is the employee allowed to use the portal, badge readers, mobile app, or TimeCall?

• The employee is not authorized to log in using the portal, mobile app, or TimeCall after their termination date.

• The employee is allowed to use badge readers (TA500, Series 1100/1200, Series 5000).

  • When the badge is expired with the termination date, the posting exception message “Non-effective badge (xxxxxxxxxx) used on MM/dd/yyyy, data not posted” is shown on the TCS.

  • When the badge is not expired with the termination date, the Calculation Process determines if the hours are reported/paid. The standard rules configuration does not pay the hours after the termination date.

• The employee is not allowed to use Deduction devices after the termination date.

When is the employee deleted from the database?

• This processing is completed by the Daily Maintenance Scheduled Task.

  The employee is deleted when the current pay period date is X number of pay periods beyond the pay period containing the termination date. The X value is determined from the parameter: TA Application TA Solution Standard Integer 1 (Determines the maximum number of Pay Periods a terminated employee remains in the system).

  Configuration > System > Application > search for and open TA > Parameters > Time and Attendance > TA Solution Standard Integer 1

Example 

It is realized today that an employee was terminated two months ago (no Termination Date value in the system). The termination date is added through the Employee Download or the portal. The next occurrence of the Daily Maintenance Scheduled Task will delete the employee from the database (assuming the previous parameter is set to 2).

If your organization is licensed for Staffing and Scheduling or Education Tracking:

• The previous parameter should be set to 182 (26 pay periods per year multiplied by 7 years) as this information needs to available to provide reports during Joint Commission visits to view schedules and coverage usually for the last two years, and Education Tracking information usually for seven years.

What happens to the employee's badge number?

• A badge with no expiration date or an expiration date after the termination date is updated with an expiration date equal to the termination date. However, if the termination date is then changed to a later date (for example, from 2/1/2022 to 2/5/2022), the badge's expiration date is not changed; it remains expired as of the original termination date (as in the previous example: 2/1/2022).