To terminate an employee:If an employee is leaving your enterprise or agency, you terminate them in the Terminate window. The ex-employee's records remain in the application. You can reinstate, or rehire, the person to create a new period of service.
Many Oracle Applications work with employees as of dates in the future. This means any future date terminations you enter here are reflected, and the employee with the future dated termination are not available in such cases. You should take this into account when dealing with terminations where the end date is a sensitive piece of information.
The Final Process date is the last date on which you can process payments for a terminated employee, if you are using Oracle Payroll. To process unanticipated late payments or to make corrections, you can change the Final Process date, provided the new date does not conflict with other information held for the employee.
See: Updating an Employee's Final Process Date
Note: If you perform a back-to-back rehire, an ex-employee person type is not recorded for the employee's first period of service. This is because there is no period of time when the employee exists as an ex-employee.
You can also reverse a termination reinstating elements assigned to the employee prior to termination action being taken.
Note: If you mistakenly add someone to the application, or if you want to remove all records for an ex-employee, you can delete the person in the Delete Person window. However, you cannot delete an employee whom Oracle Payroll has processed in a payroll run.
See: Deleting a Person from the System
If you mistakenly hire an applicant, you can cancel the hire in the Person window.
See: Canceling a Hire
To terminate an employee:Enter the reason for the termination. You can define valid reasons as values for the Lookup Type LEAV_REAS.
This is an optional step.
Note: When you enter a termination reason of "Deceased" and an actual termination date, if you have not entered an employee's date of death in the Other Information tabbed region of the People window, this date is set to the actual termination date.
UK Payroll only: If the employee is deceased, you must select the reason Deceased. This records the information on the P45. If the employee is retiring, you must select the reason Retirement. This automatically creates a retiree person record that can be used by your benefits department to trigger payments such as pensions.
Enter the termination dates. Only the Actual date is required. This is the date when the employee's person type changes. The Notified and Projected dates are for information only. The Last Standard Process date is the last date for normal processing, while the Final Process date is the last date for late payments.
For the Final Process date:
If you need to process pay for the employee after termination, set the Final Process date later than the Actual date, or leave it blank.
If you do not need to continue processing, set the Final Process date to the Actual date.
Note: The Final Process field is enabled at all times, you can change the value subject to other information held for the employee. The Final Process date need not be equal to the Last Standard Process date.
The application closes the element entries on the Last Standard Process date, the Actual date, or Final Process date, depending on how you have defined the elements.
Canada only: Click inside the Further Information field, and specify the ROE Reason and ROE Comment. The ROE Reason appears in Block 16 of the ROE. The ROE Comments appear in Block 18 of the ROE.
India only: Click inside the Further Information field and specify the leaving reasons. The PF ECR Leave Reason appears on the Electronic Challan cum Return.The PF Print Leave Reason appears on the PF Monthly Returns Print report and the PF e-File Leave Reason appears on the PF Monthly Returns e-File Report.
Hong Kong only: Click inside the Further Information field and specify date of departure, reason for departure, country returning to, seconded to, returning to Hong Kong, probable return date, new employer name, address, and salaries tax borne by employer.
Select a terminated user person type in the Type field.
Note: The Type field is only enabled when the Actual date is entered for the first time. When you enable the Type field, it is populated by the default value for your system person type of Ex-employee.
Oracle HRMS assigns the person type you select to the person's record following termination. The person type is displayed as the Actual date plus one day.
Select a terminated assignment status in the Status field.
Note: The Status field is only enabled when the Actual date is entered, the Final Process has not been entered, or the Final Process date has been entered but is different to the Actual date. When you enable the Status field, it is populated by a default value.
Oracle HRMS uses the terminated assignment status you select for the primary assignment. This assignment status is displayed as the Actual date plus one day. If you update the primary assignment status, the Termination window still displays the status as the Actual date plus one day.
When the information is complete, choose Terminate to complete the termination.