When an employee leaves, you must do two things: enter their contract end date so they will no longer have access to Timmi Absences and complete final settlement. This allows you to delete their unapproved leave requests and future requests, reset their accounts and export absences to be paid to the employee using Excel.
This article covers the following points:
- The actions that need to be taken when an employee leaves
- What needs to be done when a former employee returns to a company
Indicating the employee’s contract end date
- Go to Co-workers at the top left of the screen
- Search for the employee in question
- Indicate their contract end date (in the Contract section)
Important: if the employee is a manager, remember to transfer their supervised colleagues to a new manager. You can do this from the user file for the employee in question under the Supervised colleagues section, by clicking on the pencil then choosing the new manager for the supervised colleagues.
Manual final settlement
On the Employee settlement module’s homepage, you will find employees who have a contract end date entered but who have not yet had final settlement linked to this contract end date.
Simply select one or more employees and click on Start employee settlement. Timmi Absences will guide you through 3 steps to complete settlement.
1. Handling pending requests and absences after the contract end date
From the Employee settlement module, you can directly approve or deny all or some of the employee’s requests that are pending approval. At the end of this step, absences after the contract end date will be deleted automatically.
2. Adjusting accruals and resetting accounts
At this stage, you will see counters with a balance over 0 and accounts with accruals that need to be adjusted before the employee leaves. Timmi Absences suggests an ‘Acquisition adjustment’ that you can manually edit if you want to. The ‘Balance at the end of the contract’ column shows you the value of the employee’s counters on the day they leave. At the end of this step, adjustments are applied and counters are reset.
3. Showing absences to export to payroll
In this step, Timmi Absences shows absences that were not exported with the Payroll export module.
You can export leave and absences in payroll export format. This feature is currently in beta testing, and you can contact the Lucca help desk if you want to enable it.
Click on Complete the settlement to finish the operation and access the files (if exporting is enabled).
Ignoring final settlement
You can ignore final settlement for one or more employees so that it will no longer appear in the list of final settlements to complete. This might be useful in the case of a new work contract if you do not want to reset an employee’s counters, for example.
Select the people in question and click on the arrow to the right of the main button, then ‘Ignore this settlement’.
The employees selected will appear in the list of completed employee settlements along with the note ‘ignored’. You can restore this final settlement by clicking on the arrow.
Cancelling final settlement
When final settlement is done, you will see it in the list of completed employee settlements. If you want to revert to the previous state, you can cancel it. By doing this, you will cancel counter adjustments and resets that took place. However, this action does not restore leave that was approved and/or deleted during final settlement. For grouped final settlements, you can cancel the entire batch or only balances for certain employees.
Automatic final settlement
You can automate final settlement so that it occurs automatically on the contract end date deadline.
Warning: it you automate the final settlement it will always reset all counters. If you regularly need to keep absences or counters from one contract to the next we advize you to keep doing settlements manually and "ignore" settlements in this case.
The setting is in Configure > Preferences > Parameters, and then Advanced parameters:
You can set the completion date for final settlement based around the contract end date (the day of, X days before/after or at month’s end).
Once automatic final settlement is enabled, Timmi Absences will perform the following operations:
- approving pending requests
- deleting absences after the contract end date
- resetting counters
The operations will take place at midnight the day after the calculated date.
Example: If Lilly Evan’s departure date is entered as 12/12/2019 and the completion deadline was set as the day of the contract end date, the final settlement operations will start on 13/12/2019 at midnight.
After completing one or more final settlements, the configured recipient will receive a summary email containing the list:
- of employees for whom final settlement was completed
- of employees for whom absences were not exported to payroll
- of employees for whom final settlement could not be completed
What needs to be done when a former employee returns to a company
The first thing to know is that it is pointless to create two personnel files for the same employee,
as user files are never deleted in Timmi Absences. At any time, you can find a person again by ticking ‘Include former employees’ in the Co-workers > HR File module. To reactivate it, simply change or remove the contract end date for the user file in question and update the required information (start date, department, SPC, profile, etc.).
The file is then reactivated for the employee, who keeps their previous login name and password.