Prepare the departure of an employee using the Leave & Absences module

Related module:

In this article:

• Step 1: Enter the employee's departure date
• Step 2: Process pending leave requests and the employee's leave balances
• Step 3: Check consistency of balances with payroll
  • For leave accrued monthly or weekly
  • For leave accrued at the beginning of the period
  • Reset balances to zero
• Step 4: Archive the employee

Step 1: Enter the employee's departure date

Access: Admin area > Salariés & utilisateurs > Fiche Salarié > Emploi tab

• Go to the 'Contrat en cours' section
• Click 'Gérer'
• Enter the 'Date de fin de contrat' field
• Enter the contract end reason (optional)

If the employee leaves during a leave period, the departure date allows you to calculate the pro rata leave rights the employee will receive (if leave is accrued at the end of each month/week). 

• Save

Note: the employee will no longer be able to log in to Eurécia once their contract end date has passed.

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

To ensure the leave balance is correct, make sure all leave requests are approved or declined/canceled, and that no absence is scheduled after the employee's contract end date.

Access: Leave & Absences module > Manager view > Validation des demandes

In the filter area:

• Select the relevant employee
• Select the 'A valider' status: if requests appear, approve or decline them (or ask the manager to process them)
• Select the 'Prévisionnelle' status: if requests appear, contact the employee to find out if they wish to submit the days, then approve or decline them (or ask the manager to process them)

Step 3: Check consistency of balances with payroll

Access: Leave & Absences module > Manager view > Compteurs Équipe

• Select the relevant employee in the filter area

For leave accrued monthly or weekly

Use the information in the 'Solde simulé à fin de période' column. Eurécia then calculates the pro rata of the 'droits restants à acquérir' based on the employee's departure date (visible in the column of the same name), and deducts the leave submitted at the end of the period.

Check the balance. In case of a difference, check the calculation method for pro-rating leave by reading this article: Leave accrual for an employee leaving during the month

For leave accrued at the beginning of the period

Open a balance tracker in which rights remain for the employee. Manually calculate the pro rata of rights accrued by the employee, then correct the accrued rights in the balance tracker if necessary by editing the 'droits acquis à ce jour' box. Enter an adjustment comment such as 'Départ du salarié le 10/115' and save the balance tracker.
Check the simulated balance at end of period to obtain the employee's leave balance.

Reset balances to zero

Rights may cover several periods or several types of leave, as the employee may not have used leave from previous years.

If this is the case, remaining leave is usually paid out in the employee's final settlement.

Therefore, after payment, remember to clear the balances (set to 0) in case the employee returns in the future. If you need help with this procedure, read: Editing an employee's leave balance.

Otherwise, if the employee returns later, the balances will be restored as is, showing the remaining balance on the day of their departure.

Step 4: Archive the employee

In order to no longer see the employee in the various interfaces, once all processing for this employee has been completed (overtime, expense reports, etc.), you must archive the employee.

When your employee leaves, it is recommended to archive them instead of deleting them.

They will no longer be counted for billing, but you will still retain the associated history.

Access: HR Portal > Annuaire salarié > Fiche salarié > Administration tab

• Uncheck the 'Utilisateur' box
• Check the 'Utilisateur archivé' box
• Save

Keywords: Departure · resignation · dismissal · end of contract · balance · final settlement · balances · leave · adjustment · requests · absences · termination · archive · delete · user