Ending employment

There are several tasks that should be done when an employee’s employment ends. These include:

Add position end dates
Add an employment end date
Mark user roles inactive
Mark the employee inactive

Add position end dates

Each position may have its own end date. Position start and end dates are included in EIS reporting for applicable employees, and they affect whether the position is automatically included in payroll runs.

If the position date range does not share any dates with a payroll run’s pay period dates, then the position will be considered “inactive” in the payroll run, and will therefore be hidden from the payroll run by default. However, the position can still be manually added by unchecking “Show active positions only” at the bottom of the Payroll Register > Employees tab and checking the position.

To add position end dates:

1. Go to Financials Main > Human Resources > Employee - Single View
2. Search for the employee
3. Select the Positions tab
4. Edit a position
5. Enter a Position End Date
6. Save

Position end dates can also be mass edited at Financials Main > Human Resources > Employee Positions (multi-view) > Mass Edit Employee Positions.

Alternatively, the employment end date can be automatically pushed down to all positions (see below).

Add an employment end date

The Employment End Date can only be added if all positions have end dates. It is included in EIS reporting for applicable employees. While it does not have any direct effect on payroll, it does restrict the use of Position End Dates that are after the Employment End Date.

The Employment End Date can be added on the General tab in Employee - Single View. You may also select “Use this as the end date for any open positions” to copy the Employee End Date to any blank Position End Dates.

To add an employment end date:

1. Go to Financials Main > Human Resources > Employee - Single View
2. Search for the employee
3. Edit the General tab
4. Enter an Employment End Date 
5. Optionally, check “Use this date as the end date for any open positions” to use the same end date for all positions that don’t currently have an end date select
6. Optionally, select an employment end reason to fill in this field for EIS reports
7. Save

Mark user roles inactive

If the employee had access to the Employee Portal or Financial User permissions these will need to be disabled when they should no longer have access. If desired, the Employee Portal role may be left active longer, in order to allow the employee to access pay stubs.

To make Employee Portal and Financial User roles:

1. Go to Financials Main > Setup > Users
2. Edit the employee
3. Uncheck the Active field next to the field
4. Save

Additional SIS-related roles (Instructor, Admin, or SD Admin) should be made inactive from School District Admin Main or Admin Main.

Mark the employee inactive

Marking an employee inactive will filter the employee out of certain pages and reports, and it will prevent their positions from being rolled over into the new year.

To mark an employee inactive:

1. Go to Financials Main > HR > Employee - Single View
2. Search for the employee
3. Edit the General Tab
4. Change the Active field to No
5. Save