Workday Job Aid HR: Termination Job Aid HR: Termination ... Close Position: Know if the position...
Transcript of Workday Job Aid HR: Termination Job Aid HR: Termination ... Close Position: Know if the position...
©2014 Trinity Health. All Rights Reserved. 1
Workday Job Aid
HR: Termination
Updated as of August 3, 2017
Description
This process allows for the voluntary or involuntary termination of a colleague.
When to Use
Use this process to terminate a colleague for one of the following voluntary or
involuntary categories. You will also be required to choose a subtopic.
Note: Use the Change Job job aid if a colleague is moving (transferring)
from one RHM to another!
Voluntary:
• Assignment Ended
• Disability
• Dissatisfied with Position
• Employee Requirements
• Personal Reasons
• Retirement
• Transfer to Non Workday Affiliate
• Withdrawn
Related Reports
• Terminations
• Exit Interview
Involuntary:
• Assignment Ended
• Behavior
• Departure from Position
• Disability
• Employment Requirements
• No Show
©2014 Trinity Health. All Rights Reserved. 2
HR: Termination
Business Process Steps and Roles
Process roles are designated by “security role,” which do not reflect
actual job titles. People may have multiple roles.
Initiate Termination: Manager, HR Partner, HR Representative,
or HR Shared Services (HRSS) Representative
Involuntary Review Termination: Colleague Relations Partner
Review Termination: HR Representative or HRSS Representative
Process Termination (table below):
Page 2 of 27 Workday Job Aid: Termination
NOTE: This process may be canceled (rescinded) in case
there is a change in circumstances. See page 28 “SPECIAL
NOTE: How to Cancel This Process” for instructions.
Step Process Roles
Assign Organization Roles Security Partner
Review Changed Role
Assignments
Security Administrator
Remove User-Based Security
Group Assignments
Security Partner
Manage Business Processes Manager
Offboarding Procedures Manager
PTO/Sick Transfer or Payout Payroll Partner/Lite
Request Backfill Manager
HR Representative/
HRSS Representative
Manager/
HR Partner
Initiate
Review
Process
Termination
ROLE:
Various Roles
(see table at left)
Colleague
Relations
Partner
Involuntary
Review
(if applicable)
Initiate
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 3
Before You Start
Ensure local policies and procedures have been followed and
appropriate approvals have been received before starting a
termination. This may include:
Colleague submits resignation letter to manager
(voluntary) or manager/HR determines colleague needs to
be terminated (involuntary)
Manager follows offboarding procedures
Manager may contact HR Partner with questions
Manager and HR determine if the position will be closed
or refilled
If the colleague has multiple jobs, initiator will first need to
terminate the non-primary job(s) using the End Additional
Job business process
If the termination is involuntary, consider timing of
processing the termination (e.g., actions may need to be
taken while the colleague is being notified, such as
Workday access)
Page 3 of 27 Workday Job Aid: Termination
Notifications (a colleague or department should be notified outside of the
Workday system)
• No notifications.
Coming in Phase 2
• Severance module will be added.
Variations
• There should be no variations to this process
across the system. However, offboarding
procedures and exit interviews may vary by
Health Ministry.
Other Resources
• Contact your Tier 1 resource, as noted on the
Workday Help website at workday.trinity-
health.org.
HR: Termination
SPECIAL NOTES: • This process may be canceled (rescinded) in case there
is a change in circumstances. See page 28 “SPECIAL
NOTE: How to Cancel This Process” for instructions.
• While adding comments where indicated may be helpful
for the process, please note that comments are auditable
and therefore should be appropriate for the section.
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 4
Data Needed for Termination
The following data will be required:
Employee: Name of colleague to be terminated
Termination Date: Date termination is effective
Last Day of Work: Last day of work for colleague
Pay Through Date: This date should be the termination date plus
28 days
Reasons: Primary/secondary involuntary or voluntary reason for
termination
Not Eligible for Rehire: Know if colleague is eligible for rehire
Close Position: Know if the position will be closed or refilled
Attachments: Any supporting documentation for HR file
(e.g., resignation letter, disciplinary information)
Assign Organization Roles
Assigned To: Name of colleague who will assume terminating
colleague’s Workday roles
Page 4 of 27 Workday Job Aid: Termination
HR: Termination
Initiate Termination
Process Termination
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 5
Process Steps
1. Log in to Workday
2. Type terminate employee in the search box and press Enter
3. Click Terminate Employee
from the search results
Page 5 of 27 Workday Job Aid: Termination
Which role(s) can do this step? • Manager
• HR Partner
• HR Representative
• HRSS Representative
HR: Termination
Alternate Starting Steps:
1. Type the colleague’s name in the search
box and press Enter
2. Click the related actions icon (“brick”)
that appears next to the name
3. Go to Job Change
and click
Terminate
Employee
4. Continue with this job aid at step 6
Initiate Termination
NOTE: Before you can terminate a
colleague, you must end any additional
jobs that may be assigned to him/her.
Use the Change Job job aid if a
colleague is moving (transferring)
from one RHM to another!
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 6
HR: Termination
Workday Job Aid: Termination
Process Steps (continued)
4. Type the name of the employee (colleague) whose employment is being terminated
5. Click OK
6. Click the edit icon next to Details
Page 6 of 27
Initiate Termination
SCREEN INSTRUCTIONS
CONTINUE ON NEXT PAGE
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 7
Process Steps (continued)
7. Complete the Details form (* indicates required information)
HR: Termination
Workday Job Aid: Termination
Involuntary:
• Assignment Ended
• Behavior
• Departure from Position
• Disability
• Employment Requirements
• No Show
Voluntary:
• Assignment Ended
• Disability
• Dissatisfied with Position
• Employee Requirements
• Personal Reasons
• Retirement
• Transfer to NonWorkday Affiliate
• Withdrawn
TE
RM
INA
TIO
N R
EA
SO
N
CA
TE
GO
RIE
S
Click the prompt
icon for options
Page 7 of 27
Initiate Termination
SCREEN INSTRUCTIONS
CONTINUE ON NEXT PAGE
Click the
checkmark icon to
accept changes
Pay Through Date
This date should be the termination date plus
28 days
Last Day of Work
Auto-populates from Termination Date W
HA
T I
S T
HIS
?
Secondary Reason
Same list as Primary Reason; use if there is
more than one reason for termination
Notify By
Auto-populates from Termination Date;
Resignation Date
The day the colleague submitted their
resignation (voluntary termination only)
Termination Date
Date termination is effective
Primary Reason
Choose from menu options (categories listed on right;
must also choose a subtopic)
TRANSITION PHASE NOTE:
During the transition phase, if a colleague is
transferring to a Trinity Health location that
is not yet on the Workday system, choose
Voluntary – Transfer to NonWorkday
Affiliate from the Primary Reason choices.
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 8
Process Steps (continued)
8. Scroll down and review the Regrettable, Eligibility, and Position Details;
click the edit icon to make any changes (form defaults to No for each)
9. Type comments, add
attachments (if applicable),
and click Submit
HR: Termination
Workday Job Aid: Termination
Regrettable
Not editable
Click the box to
change answer to Yes
Page 8 of 27
Initiate Termination
WH
AT
IS
TH
IS?
Close Position
Check box (Yes) if position will be closed after termination
Click the
checkmark icon to
accept changes
Not Eligible for Rehire
Not editable
Is this position available for overlap?
Not editable
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 9
If initiated by Manager/HR
Partner AND voluntary
termination, process moves
to next step; click Done
Process Steps (continued)
HR: Termination
Page 9 of 27 Workday Job Aid: Termination
If involuntary termination, process
moves to next step; click Done
10. If initiated by HR/HRSS
Representative AND
voluntary termination,
process continues; click
Review
OR
Initiate Termination
HINT: If you click Done
instead of Open, you
can access the next step
from your Inbox.
OR
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 10
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
Renee Relations (1100111)
HR: Termination
Page 10 of 27 Workday Job Aid: Termination
Which role can do this step? • Colleague Relations Partner
Review Involuntary
Termination
NOTE: This step will be skipped if
the termination is voluntary.
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 11
Process Steps (continued)
4. Review and type comments
5. Click Approve or Send Back with instructions
6. Process moves to next step; click Done
HR: Termination
Page 11 of 27 Workday Job Aid: Termination
Review Involuntary
Termination
HINT: To cancel this
process, click Deny.
Click the edit icon
to make changes
NOTE: The Pay Through Date is
the termination date plus 28 days.
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 12
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
HR: Termination
Page 12 of 27 Workday Job Aid: Termination
Which role can do this step? • HR Representative
• HRSS Representative
Review Voluntary
Termination
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 13
Process Steps (continued)
4. Review and type comments
5. Click Approve or Send Back with instructions
6. Process moves to next step; click Done
HR: Termination
Page 13 of 27 Workday Job Aid: Termination
Review Voluntary
Termination
HINT: To cancel this
process, click Deny.
Click the edit icon
to make changes
NOTE: The Pay Through Date is
the termination date plus 28 days.
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 14
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
Sam Security (1100117)
HR: Termination
Page 14 of 27 Workday Job Aid: Termination
Which role(s) can do this step? • Security Partner
Assign Organization
Roles
Process Termination
NOTE: This step will be skipped if the colleague
does not have any Workday security roles.
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 15
Process Steps (continued)
4. Click the Assigned To box
5. Click the X to delete the
terminating colleague’s name, and
type the name of the colleague
who will assume the role
6. Type comments
and click Submit
7. The next step is dependent
on the change; click To Do
or Done (as appropriate)
HR: Termination
Page 15 of 27 Workday Job Aid: Termination
Process Termination
Assign Organization
Roles
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 16
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
4. Type comments and click Approve
5. Process moves
to next step;
click Done
HR: Termination
Page 16 of 27 Workday Job Aid: Termination
Which role(s) can do this step? • Security Administrator
Review Change
Role Assignments
Process Termination
NOTE: This step will be skipped if the colleague
does not have any Workday security roles.
Sam Security (5100006)
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 17
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
Sam Security (1100117)
HR: Termination
Page 17 of 27 Workday Job Aid: Termination
Which role(s) can do this step? • Security Partner
Process Termination
Remove User-Based
Security Group
Assignments
NOTE: This step will be skipped if the colleague
does not have any Workday security roles.
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 18
Process Steps (continued)
4. Click Assign User-Based Security Groups for Person
5. Type the name of the colleague
who is being terminated
6. Choose the
appropriate name
7. Click OK
HR: Termination
Page 18 of 27 Workday Job Aid: Termination
Process Termination
IMPORTANT: Workday shows various
iterations of a colleague. Choose the
one that includes an employee number.
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 19
Process Steps (continued)
8. Click the X next to all User-Based Groups to remove
them from the terminating colleague
9. Click OK
10.Click Done
11.Click Submit
12.Process moves to next step, click Done
HR: Termination
Page 19 of 27 Workday Job Aid: Termination
Process Termination
Remove User-Based
Security Group
Assignments
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 20
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
HR: Termination
Page 20 of 27 Workday Job Aid: Termination
Which role(s) can do this step? • Manager
Manage Business
Processes
Process Termination
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 21
Process Steps (continued)
4. Review Inbox Items Assigned to Worker and make any changes
5. Click Business Processes about the Worker, review, and make any changes
HR: Termination
Page 21 of 27 Workday Job Aid: Termination
Process Termination
Manage Business
Processes
Click the prompt
icon for options
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 22
Process Steps (continued)
6. Click Delegations to the Worker , review, and make any changes
7. Click Submit
8. Process continues,
click To Do
HR: Termination
Page 22 of 27 Workday Job Aid: Termination
Process Termination
HINT: If you click Done instead
of To Do, you can access the
next step from your Inbox.
Manage Business
Processes
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 23
Process Steps (continued)
1. Read Instructions and act; type comments
2. Click Submit
3. Process moves to next step;
click Done
HR: Termination
Page 23 of 27 Workday Job Aid: Termination
Process Termination
NOTE: This gives the Manager the
opportunity to confirm all offboarding
procedures for the terminated colleague.
Offboarding Procedure
Which role(s) can do this step? • Manager
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 24
Process Steps (continued)
Payroll completes PTO/Sick Transfer or Payout
HR: Termination
Page 24 of 27 Workday Job Aid: Termination
Which role(s) can do this step? • Payroll Partner
• Payroll Partner Lite
PTO/Sick Transfer
or Payout
Process Termination
WH
AT
IS
TH
IS?
PTO/Sick Transfer or Payout
Payroll reviews the colleague’s remaining
PTO/Sick and processes the payout.
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 25
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
4. Type comments and click Submit
5. Process is complete;
click Done
HR: Termination
Page 25 of 27 Workday Job Aid: Termination
Which role(s) can do this step? • Manager
Process Termination
Request Backfill
NOTE: This gives the manager an
opportunity to add any comments for the
recruiter in regard to backfilling the position.
For example:
• Goal is to fill by April 1
• Can replace with two part-time
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 26
HR: Termination
Page 26 of 27 Workday Job Aid: Termination
End of Process: Next Steps
WHEN TERMINATION PROCESS IS COMPLETE
Colleague automatically receives exit interview documentation
from outside partner
Workday automatically submits colleague health enrollment to
COBRA administrator for processing
Manager contacts HR Partner to begin backfill process , if
applicable
Updated as of August 3, 2017
©2014 Trinity Health. All Rights Reserved. 27
SPECIAL NOTE: How to Cancel This Process
1. Log in to Workday
2. From Inbox, click the Archive tab
3. Find the Terminate item you wish
to cancel and click to open (opens in the right pane of the screen)
4. Click Rescind
Page 27 of 27 Workday Job Aid: Termination
HR: Termination
Alternate:
1. Click related actions icon (“brick”)
2. Click Business Process
3. Choose from Correct, Rescind,
or View Remaining Process
Which role(s) can do this step? • HR Representative
• HRSS Representative
Updated as of August 3, 2017