If necessary, managers may terminate employees by submitting an EAN request to remove the employee from payroll and HR systems on a specific date.
Note on Completion: After the EAN is approved, it will immediately complete unless:
It has a future effective date.
An earlier EAN for the same employee is pending.
To check the expected completion date for the EAN, refer to the eAction Notice (EAN) Details page for the EAN. See the Related Help Topic.
To end an individuals tenure with your organization:
1. On the Menu, click HR Administration > eAction NoticeHR Administration > eAction Notice.
The eAction Notice (EAN) SummaryeAction Notice (EAN) Summary page displays.
2. Click the Create EANCreate EAN button.
The Create New EAN(s)Create New EAN(s) window displays.
3. Select the employee you wish to terminate from the Employee drop-down box.
4. Select the Employee Termination EAN from the EAN type selection box and click the button.
The Employee TerminationEmployee Termination page for the employee you selected displays in a new window.
5. Enter the date and time the employee is to be terminated from the Termination DateTermination Date drop-down boxes.
Note: If there are any employee termination procedures you need to review before proceeding, an Action RequiredAction Required button displays. Click the button to see the additional information.
6. Select the reason the employee was terminated from the Termination ReasonTermination Reason drop-down boxes.
Note: If the termination date is the same as the hire date, the Employment Never Initiated option displays in the Voluntary list. You can use this reason when terminating a new hire who was set up in the system but who never actually started employment.
7. Designate whether or not the employee may be re-hired at a later date from Rehire PermissibleRehire Permissible drop-down box.
Note: If you select No and later try to rehire this employee, you will receive a warning reminding you that the employee was marked as not to be re-hired.
8. If necessary, change the selection in the Inactivate Direct Deposit drop-down box.
Yes - The terminated employee's direct deposit is inactivated so they can receive a live paycheck.
No - The terminated employee will receive their final paycheck(s) by direct deposit.
9. If necessary, change the selection in the Remove Position from OSM drop-down box.
Yes - The job position currently held by the employee being removed from the organization will be deleted upon the employee's departure.
No - The job position currently held by the employee being removed from the organization will remain vacant and available for future filling by another individual.
10. If necessary, change the selection in the Group Benefit Deductions drop-down box.
Apply for all Enrolled Plans - Benefit deductions and associated fringe earnings will be included on the employee paycheck if they are still enrolled as of the designated pay date.
Suppress All — Immediately - ExponentHR disregards all group benefit deductions and associated fringe earnings when processing payroll or off-cycle checks for this employee.
Suppress All — After Final Pay Period - ExponentHR includes all group benefit deductions and associated fringe earnings in the period in which the employee is terminated, but disregards them in subsequent paychecks.
Notes:
If you select either Suppress All option, only the standard (calculated) benefit deductions are suppressed; any current arrearages or items in earnings/deductions adjustments are still in effect.
If the employee has been manually enrolled in any non-group related plans (ex. Aflac), the employee will have to be manually unenrolled from the plans if desired as the Group Benefit Deductions field only applies to group plans that have defined eligibility/enrollment rules established.
11. If you want to allow the employee to have limited post-termination ExponentHR Personal Site access through a specified end date (to self-obtain any payroll documentation from the website, such as a copy of paychecks or W-2 forms), enter a date in the Extend ExponentHR Personal Site Access ThroughExtend ExponentHR Personal Site Access Through box.
Note: The date on which the former employee is still able to access the ExponentHR website through may be updated at any time through a Change Employment Information EAN.
12. If this termination has special circumstances (for example, the terminated employee is retiring), select the reason for the termination from the Termination StatusTermination Status fields, as well as the date when this status will expire (if applicable).
Note: The Term Date Thru-Date field is not required. If you do not enter a date to expire the status (in the case of a retiree, for example), ExponentHR will automatically add a date of 12/31/1900 to signal that the status will not expire.
13. Complete the rest of the fields on the Employee Termination EAN, as necessary, including a Home Address and/or Mailing Address is those have changed or will change.
Notes:
If a field has an asterisk (*) next to it, you must complete that field to submit the EAN. Fields without asterisks (*) are optional fields.
If there is an Action RequiredAction Required button next to any field that you want to edit, click it to view the required actions and supplemental instructions.
14. Enter any notes related to the EAN in the EAN Notes text box.
15. Click the Save as DraftSave as Draft button at the top or bottom of the page to keep the requested change in a drafted status so that it may be edited and submitted for completion at a later time.
Note: When an EAN is put in a drafted status, a Draft EAN NoticeDraft EAN Notice with a link to the unsubmitted EAN is provided on the ExponentHR Dashboard.
16. After entering all necessary changes to the employee termination EAN, click the Submit button to submit it for approval.
Result: The EAN you just completed is now visible on the eAction Notice (EAN) Summary page. An HR administrator must approve the EAN and submit it to ExponentHR for completion. After the EAN is completed, the employee will be terminated at the day and time you entered.
Note: If you need multiple managers to review this EAN before you submit it, you may re-route the EAN. See Related Help Topics for more information.
Related Help Topics:
Checking the Expected Completion of an EAN