When an employee leaves employment records are kept for future reference. Discharging an employee is done by entering a 'Discharged Date' against the employee in the 'Employee Master'. Discharged employees do not affect registration and help to keep the employee browse clean. Deleting an employee is only advisable if the employee has no transaction data.
Future Discharge
The 'Discharge Date' allows you to put in a future discharge date. This allows you to enter a discharge date which allows processing on the employee for the periods up to that date.
Re-Engagement
Regardless of whether an employee has been terminated or not, their records stay in the database. Reactivating a terminated employee simply means that the system permits access to the employee's information. Employee information does not need to be re-entered, but it does need to be updated to reflect any changes that may have happened.
Hide Discharged Employees
Employees that have been discharged can be dropped from view in the lists of employees by removing the tick in the top right-hand side of the 'Employee Master' and 'Payslip Input' tables.
Registration - Employee Count
Discharged employees are not included in the count of employees for registration purposes. After discharging employees, re-login to effect the employee count.
Reasons
Discharge reason - the reason why an employee is no longer to be paid. To set up different Discharge reasons,
To apply a Discharge Reason against an employee leaving the organization:
- Go to the 'Edit', 'Employee Master',
- Select the employee being discharged
- Select the 'Works Info' tab
- Type in the Discharged Date
- The system then asks 'Do you want to drop this period's transactions'
- Select 'Yes' or 'No'
- Select the 'Reason' for discharge from the dropdown menu that is available.
Discharge an employee - Using the Wizard
To discharge an employee use the Discharge Employee Wizard: •Go to the 'Edit', then 'Employee Master' menu options •Select the employee to be Discharged from the table of 'Employee Master Records' •Press 'Change'. •Click on the 'Works' tab •Press the 'Discharge' button.
The following screens display, fill in the details and select 'Next' when each one has been completed: •The Welcome to the Discharge Wizard •Click 'Next' to commence discharge
•The employee details come through automatically •Use the dropdown menu to select the 'Discharge Date' •Use the dropdown menu to select the 'Discharge Reason' •In the case of an employee dying and the estate receiving any amount due, enter the Estate Administrator's Fullname, Address, Contact Number and Email address. This person could be the Next of Kin or the offical Estate Administrator. •Press 'Next' •The current Normal Leave Balance is displayed and the current Leave Bank balance, if any. •Normally the value of the leave is paid out to the employee as part of the terminal benefits as Cash in Lieu of Leave (CILL). A CILL transaction code is automatically posted onto the employee's Payslip Input with the value of the leave balance. •There may be some good reason to ignore the leave balance. If this is the case move the radio button to 'Ignore'. •If the balance is ignored the balance can also be reset to zero by clicking the checkbox 'Reset leave balance to zero' •Press 'Next'
•The current Loan and Savings balance is displayed. •Normally the value of any outstanding loan balances are recovered, if possible from the terminal benefits. A Transaction Code is automatically generated on the employee's Payslip Input recovering the loan balance/s. •Normally the value of any training bond amounts are recovered, if possible from the terminal benefits. A Transaction Code is automatically generated on the employee's Payslip Input recovering the bond amounts. •There may be some good reason to ignore the loan balance. For example if the loan amount is to be recovered outside the payroll. If this is the case move the radio button to 'Ignore'. •If the balance is ignored the loan balance can also be reset to zero by clicking the checkbox 'Mark as Paid Up' •Press 'Next'
•There may be Tools and Equipment that have been issued to the employee that need to be recovered. •Press 'Next'
•The current Payslip Input screen is displayed. This can modified, press Insert, Change or Delete on any of the listed transactions to adjust any amounts being processed for the employee. •When complete press 'Compute' •Press 'Next'
•Enter the name of the person that has authorized the Discharge and/ or the person authorizing the payments for the individual. •Use the Checkbox to select whether a 'Standard Letter' is to be sent to the employee. If so click in the checkbox and use the dropdown menu to select which Standard Letter is to be sent. •Press 'Finish' once complete.
|
Discharge - One Employee at a time
To discharge or terminate an employee from the payroll.
There are three types of discharge:
The employee is being paid in the current period together with terminal benefits but no processing in the next period. To do this:
Immediate Discharge The employee is not being paid in the current for future periods. No further processing is required for this employee. To do this:
Notice is being given that the employee will be leaving employment at a future date outside that of the current period. Processing is allowed for all periods up to and including the period in which the employee is leaving.
|
There are occasions where an organization would like to discharge a group of employees. This most often happens in a contract environment when a group of employees have come to the end of their contract and all need to be discharged. To do this:
Once an employee has been discharged no transactions may be processed against the employee. The employee masterfile for the employee is greyed out to disallow changes to be made to the masterfile record. |
||||||||||||||||||||
Employee Master - View Discharged Employees
Discharged employees remain on the Employee Master Listing but hidden from view. Check the 'Discharged' field in the top right hand corner to have these employees display.
|
Subsequent Processing on a Discharged Employee
If it is necessary to subsequently process transactions against a terminated employee remove the 'Discharge Date' entered against the employee. Save the record then re-open the employee and re-enter the discharge date. This will allow transactions to be processed for the employee in the current period.
To process transaction If may be necessary to process transactions against a terminated employee. This could happen if terminal benefits have to be put through into the payroll. To do this: •Remove the 'Discharge Date' entered against the employee in the Employee Master. •Save the change. •Re-open the employee and re-enter the discharge date. •Say 'No' to 'Do you want to Drop this Periods Transactions?' •This will allow transactions to be processed for the employee in the current period
Notes: to re-engage a terminated employee. |