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Terminations

A
Written by Andy Temple
Updated over 2 weeks ago

Employee Management – Terminations (US And Canada)

As part of our ongoing effort to provide a more efficient mechanism to manage employee information, COINS has introduced a new process called Terminate Employees. Terminate Employees allows one or many employees to be terminated at the same time. This is quite useful when terminating employees due to a shutdown. In addition, when using the Terminate Employees process, users can take advantage of notifications and other embedded workflows.

See also: Employee Terminations – Setup.

  1. Go to Payroll > Employee Management > Terminate Employees.

    Employee Terminations Selection Screen

  2. Enter a Termination Reason and Date.

    You can change the termination reason or date on individual employee records before you process them.

  3. Enter the criteria to select which employees to terminate.

  4. Check Validate if you want to check for warnings or errors before the termination process is run. This could significantly increase the time taken to produce the termination list.

  5. Click Generate Termination List.

    If more than 20 employees are selected, a message is displayed that indicates validation will not be performed.

    An Employees To Terminate browse is displayed, where you can choose which individual employees to terminate.

    List of Employees to Terminate

    Indicators are included which provide information about the type of notifications that will be generated.

    If the employees were validated, you can see any warnings or errors by clicking Detail.

  6. You can terminate employees if the record is valid and the Terminate checkbox is checked. This is checked automatically if there are 20 employees or fewer in the selection.

    • If there are employees listed that you do not want to terminate, open the record and uncheck the Terminate checkbox for those employees.

    • If there are more than 20 employees listed, open the record for those employees you want to terminate and check the Terminate checkbox.

    You can use the Multi button to update more than one record at a time.

  7. You can update the fields on individual employee records before they are terminated, if necessary. For example, the termination reason may be different for some employees.

  8. Click Output Options.

  9. On the Output Options screen, select the options for the report.

  10. Click Next to begin the termination process.

    A report is generated which details the status of the employees included in the Termination List and the type of messages generated.

    Emails are sent for each management rule that is applicable to the terminated employee.

    Termination Email

Employee Terminations – Setup

Email Templates

It is now possible to send emails as part of Notifications when an employee is terminated in Coins ERP+. A new email type, PRNOTIFY, has been added to Email Templates. In addition to standard text, Table 1 contains a list of fields which may be used in email templates for Terminations.

Table 1

Field

Label

Table

RO_location_descrip

Location Description

pp_organisation

RO_TermReason

Term Reason Description

pp_organisation

ppo_title

Title

pp_organisation

ppo_salutation

Salutation

pp_organisation

RO_service_yrs

Service Years

pp_organisation

RO_service_mnths

Service Months

pp_organisation

por_last_rehire

Last Rehire Date

pp_organisation

RO_ppo_reports_toame

{HR Director} Name

pp_organisation

RO_ppo_supername

{HR Supervisor} Name

pp_organisation

RO_ppo_mgrname

{HR manager} Name

pp_organisation

RO_ppo_works_to

{HR Worksto} Name

pp_organisation

RO_ppo_jobtitle

Job Title Description

pp_organisation

ppo_seq

Internal Seq Number

pp_organisation

kco

Company

Employee

kno

Employee ID

Employee

RO_PRDepartment

Department Description

Employee

st-date

Hire

Employee

emp_termdate

Term Date

Employee

emp_termcode

Term Reason

Employee

pd-type

Pay Interval (as Weekly, etc not as 0,1,2)

Employee

pru-code

Union

Employee

emp_email

Email Address

Employee

emp_addr__1

address 1

Employee

emp_addr__2

Address 2

Employee

emp_addr__3

City

Employee

emp_addr__4

State

Employee

emp_pcode

Zip

Employee


Email Template is an example of an email template which notifies IT that a person’s emails must be forwarded to their manager.

Email Template

Management Rules

You can configure different notifications that can occur when a person is terminated. Management Rules contains the conditions that will cause a specific type of event to occur. For example, you can create Management Rules that will generate general Email Notifications, create Cobra Enrollments, or notify the Responsible Person linked to HR Items when a termination is processed.

Email Rules

Create a general management rule which will send an email when a particular type of employee is terminated. Rules can be based on any combination of Job Groups, Job Titles, PR Locations, PR Departments or Employee ID.

Here is an example of an email event:

When a Service Technician is terminated, a notification should be sent to dispatchers to reassign any scheduled visits for the tech.

Create an email template that will be sent to dispatchers as shown below.

Email Template - Notice to Dispatchers

Create a Management Rule to send email as shown below. This rule will generate an email to dispatch whenever an employee whose Job Group is Operative, and Department is 300 (Service). HR will receive a copy of the email.

Management Rule

Reserved Rules

There are rules which can be used when an employee is terminated to automatically create benefit enrollments for COBRA plans and to notify Responsible Persons linked to HR Items.

COBRA

To create COBRA Enrollments due to termination:

Create a rule called COBRA as shown below. A new COBRA Enrollment will be created upon termination for any employee who is currently enrolled in a Benefit Plan that is tagged as Cobra Eligible.

COBRA Rule

HRITEMS

The Inventory Workbench allows users to assign ad-hoc items to employees. When the items are setup in Inventory Workbench they are linked to HR Item Groups. The groups contain a list of responsible persons who should be notified when certain events occur, such as terminations.

HR Item Groups

The items are then assigned to employees. Items can be tangible or non-tangible in nature and do not need to exist in Fixed Assets. Examples of non-tangible items are Email Address or Key Code to enter building.

Users can create a rule to notify the responsible persons when an employee is terminated who has an email address or access to the building.

Create Email Template

Create Management Rule

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