Termination

Employees who part ways with the company must have a termination date within their IPS record, and will no longer be considered for headcount purposes.
This feature allows user to change the status of a given employee from Active to Terminated.

Go to Human Resources. Click on Employees.
Enter Employee WIN and click on 'Lookup Employee', or click on 'List' to select desired record from employee listings.
Once the employee record is shown, click on the 'Job Changes' tab in the Employee Maintenance page. Note the system has provided a functionality to navigate between employee records. Use the arrows in the upper part of the screen.
From the 'Job Changes' menu, click on Terminations.
Review and complete the following fields:
- Effective Date: It refers to the day when employee termination takes place. Date must be within current pay period, and it cannot be a future date. Use display calendar to set date.
- Reason for Termination: Use drop-down menu to select the option that best describes the cause of employee termination. Please note both Description and Termination Type fields are automatically populated as user selects a Reason. Pay attention to the corresponding description in order to determine the most appropriate Reason in every case.
- Eligible for Rehire: Select Yes or No.
  - Yes - Employee record will remain available for possible rehire in the future.
  - No - The label 'Not Eligible for Rehire' will be added in employee record. Rehire process will not be allowed.
- Termination Amounts: This field will be automatically filled once Payroll Process is completed. Mark the 'Already Paid' checkbox if case applies.
- Additional Comments: Enter any termination-related information. Some system users may prefer to leave this section blank. Some others use this section to enter comments about the employee performance, or about the situation that led to the termination. The comments entered are stored within the employee record and eventually can provide a valuable reference for the HR staff when evaluating a possible rehire. Examples of comments could be:
  "Good employee. Always punctual and reliable."
  "Excellent employee. Job performance usually exceeded expectations."
  "Employee quit after getting a job offer from a different company."
  "Employee work quality was below average, and his productivity did not meet company expectations."
Click on 'Submit'. A new window will pop-up showing a summary of the employee termination details.
Click on 'Confirm' to complete the process, or click on 'Cancel' to go back to Termination screen and make changes if necessary.

NOTE: If terminated employee had been assigned as some other employee(s) supervisor, IPS will automatically update current employee records. The supervisor of the terminated employee will now become the supervisor for those employees, regardless of their status (Active or Preloaded).

IPS could reject the employee termination if any of these situations occur:

Frozen HR Transactions - Companies which use IPS as a payroll application must freeze all HR transactions during the closing payroll process every period. This is to prevent that the current payroll process is not affected by any employee data alterations. As soon as the payroll process is completed and closed, then HR transactions become "unfrozen", and the system will allow user to terminate an employee.
Employee SBU frozen - Companies which use FEPS application must freeze SBU transactions during payroll closing process every pay period to prevent any alterations in employee time cards or transactions.
Once the payroll export file is generated, then the system will allow users to terminate employees again.

For Dominican Republic only:

When terminating an employee in Dominican Republic, the system will present user with the following checkboxes depending on the termination type:

Voluntary
- Apply Cessation: This checkbox appears inactive by default. If employee is eligible for payment under this concept, the user must click on this checkbox, then the field Cessation Percentage will become available.
Involuntary
- Prenotified - This checkbox must be active if employee was not previously notified about being terminated. This system feature will generate a payment for employees marked as eligible.
- Apply Cessation - This checkbox appears active by default. If employee is eligible for payment under this concept, the user must click on this checkbox and the field Cessation Percentage will become available.
- Cessation Percentage - When the checkbox mentioned above is active, the user must enter a percentage figure. This value will be used to generate a payment for employees marked as eligible when running Benefits Process for terminations.

Termination Date changes:

Once employee termination process has been completed, IPS users cannot make termination date changes. Should the need arise, the HR officer/user can send an email to ips.support@xerox.com

, and request employee termination date to be corrected.

The Termination Date Change module for IPS Administrators will display the following information:

Current Last Hired Date
Termination Date
Last Transaction Date
Last Time Card Date

New Termination Date cannot be greater than Last Transaction, or Last Time Card Date.
In case employee record has time cards after intended new termination date, the HR officer/user must contact local payroll team, or the FEPS Support team, to have those time cards deleted.