HR-Payroll management - leavers

This guide explains how to process leavers in Payroll Management, covering full-time, ad hoc employees and scheduled departures.

Contents

• Overview
• Leaver process
  • How to resolve items in 'Action required'
  • How to handle a failed sync
  • Next pay run and checking the outcome
• Important notes by employee type
• Quick reference: decision flow

Overview

When an employee leaves, Payroll Management always tries to process them automatically as a scheduled leaver first, unless they are an ad hoc employee. If it can't schedule them automatically, the leaver moves into an Action Required status, where you confirm a few details to complete the process.

There are four leaver scenarios, determined by employee type (full-time vs. ad hoc) and timing (future vs. historic leaving date):

Leaver process

• Go to your pay run and select the Data changes tab. Leavers being synced to payroll appear here with their current status (In progress, Action required, Failed, Success, Deferred, or Cancelled)

• Select Actions
• Then Send to payroll 
• Full-time employees with a future leaving date are scheduled automatically. Open the Success tab to confirm the Leaver event shows a status of Success - this is the expected outcome when the leaver is processed correctly

Resolve items in 'Action required'

• Any leaver that can't be scheduled automatically (historic leavers, and all ad hoc leavers) moves to Action required. Select the item to open it:

• You'll see the message that the leaving date cannot be processed as a scheduled departure, followed by the question "Has the final payment been made?" 
• Answer Yes or No, then click Submit

• The List of changes section at the bottom shows the leaving date being applied

Handle a failed sync

If you answer Yes (final payment made) but the employee still has an open payment on the pay run, the sync will fail. 

• Select the Failed tab
• Click on the ellipsis and select Reset final payment

• This returns the item to Action Required so you can change your answer and retry. Any remaining correction is then done manually

Next pay run and checking the outcome

At the time you start your next pay run, the end dates will be applied

• To view any scheduled leavers, click on Employees and select the employee
• Select the Pay tab and you will see the effective from and to date

• For a successfully scheduled leaver, the salary is pro-rated for the partial period worked, and the pay elements (payments and allowances) are ended

Important notes by employee type

• Full-time leavers receive an end date, and pay elements are ended when the pay run progresses.
• Historic leavers (current limitation): because historic leavers don't use the scheduled path, the system does not automatically set the effective end date. For now, the end date must be set manually.

Quick reference: decision flow

1. Future-dated full-time leaver > scheduled automatically > check the Success tab
2. Anything else > Action Required > answer "Has the final payment been made?" > Submit
3. If it fails > Actions > Reset final payment > re-answer > retry
4. Progress the pay run > confirm pro-rata and end dates / pause