Manage the departure of an employee

When an employee leaves the company; there are four steps to realize in Eurécia. 

Who is concerned by this article? 

The administrator as HR Manager.

Step 1 : Contract end date of the employee.

Access : Admin Area > Employee and users > Position

• Go to 'Contract'
• Fill in 'Contract end date'

If the employee leaves during the leave period, the contract end date is used to calculate the pro rata of the leave entitlements the employee will receive (in the case where the leave is earned at the end of each month/week). 

• Save

Step 2 : Process the employee's current leave requests and leave balances

For the leave balances to be correct, you need to verify that each request has ben approved or cancelled/rejected (if the employee still works in the company). 

Access : Staff leave and absences > Manager view > Request approval 

In the filter zone :

• Choose the employee concerned
• In 'Status' select 'to be approved': if some requests are displayed approve or reject them (or ask the manager to do it) 
• In 'Status' select 'provisional' : if some requests are displayed, contact the employee in order to know if he/she still wants to take them, then approve or reject the request (or ask the manager to do it) 

Step 3 : check that the balances correspond to the payroll

Access : Staff leave and absences > Manager view >Team trackers

• Choose the concerned employee in the filter zone

 Monthly Accrual mode

The information in the column "Simulate balance at the end of the period" should be used. Eurécia then calculates the pro-rata of the "remaining entitlements to be acquired" according to the employee's contract end date (visible in the column of the same name), and deducts the holidays taken at the end of the period. 

Accrual mode at the beginning of the period. 

It is necessary to open a tracker on which the employee still has entitlements. Manually calculate the pro-rata of the entitlements acquired by the employee, then correct the entitlements acquired in the tracker if necessary by modifying the "acquired entitlements" "to date". Enter an adjustment comment as for example "Employee departure on 10/11/2015" and save the tracker.
Consult the simulated balance at the end of the period to obtain the employee's leave balance.

Step 4 : archive the employee

In order to no longer see the employee in the different interfaces, once the processing on this employee has been realized, the employee must be archived.

Access : HR Portal > Employee directory > Employee record > Admin

• Deactivate 'User' 
• Check 'Archived user'

Keywords associated to this article : 

Contract end date - resignation - dismissal - departure - balances -  trackers - leaves - requests - absences