Complete the Termination Process

Complete the Termination Process If an employee leaves the LHB they will need to have their Employment record ‘Terminated’ within ESR The Termination ...
Author: Warren Wheeler
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Complete the Termination Process If an employee leaves the LHB they will need to have their Employment record ‘Terminated’ within ESR The Termination Process consists of the following steps: Entering the Termination details



Changing the Employee’s Assignment Status Specifying the Employee’s destination on Leaving Review (Submitting the Termination)

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IMPORTANT NOTE PRIOR TO STARTING THIS PROCESS PLEASE REFER TO PAYROLL DEADLINES. DO NOT ENTER ANY AMENDMENTS DURING THE RETRY PERIOD AS THIS MAY AFFECT PAYROLL PROCESSES. IF ANY AMENDMENTS NEED TO BE DONE FOR THE CURRENT PERIOD DURING THIS TIME PLEASE REFER TO PAYROLL

IMPORTANT NOTE PLEASE READ THE FOLLOWING NOTES CAREFULLY BEFORE YOU BEGIN AND FOLLOW THE ADVICE GIVEN. PLEASE NOTE THAT LATE SUBMISSION MAY RESULT IN AN OVERPAYMENT – PLEASE ACTION AS NORMAL AND E-MAIL PAYROLL DEPARTMENT TO MAKE THEM AWARE OF THE SITUATION.

Is the employee leaving the LHB or is this an internal transfer to another department? If internal transfer, please do not use this form. Managers should start the termination process in Self Service to avoid overpayment. However in the following scenarios a Termination Form is also required to ensure correct final payment. Please DO NOT use Self Service if an employee is retiring – for these instances you need to complete an ESR termination form and send to Payroll Terminations (Cardiff and Vale UHB - Payroll). Please note: 6 months notice is needed to process the pension on time.



Does this person have more than 1 employment with the LHB? If so please complete ESR termination form and send to Payroll Terminations (Cardiff and Vale UHB - Payroll).



Is this employee terminating from the LHB without returning from maternity leave? If so please complete an ESR termination form and send to Payroll Terminations (Cardiff and Vale UHB - Payroll).



Has the employee died in service? If so please refer to Payroll department for advice.



Does the employee have any of the following outstanding on termination of their employment? Frozen Annual leave Pay in Lieu of Notice Payment of outstanding annual leave (in days and hours) Overtaken annual leave to be deducted (in days and hours) Voluntary Early Release payment VERS

The correct termination date for employees is the last day of employment which is not necessarily the last working day. Please note that terminations for employees that are currently off on sick leave will need to have their sickness closed down prior to their record being terminated. Please could you ensure that a completed ESR termination form is sent to Payroll Terminations (Cardiff and Vale UHB - Payroll) so any paperwork relating to the sick absence can be sent out.

NHS ESR xxx Manager Self Service (Payroll Approvals Required) N > Manage Staff Information > End Employment (Approval Required)

How to Enter the Termination Details 1. Click the End Employment link in the Manage Staff Information area.

2. Click the Action icon in the row containing the terminating employee.

3. Enter the termination date. The Termination Date should be the last working day; any annual leave outstanding should be paid separately. 4. Click the Continue button.

If the employee has two assignments and Vivian Leese is the manager of his primary assignment a warning message is displayed. This advises that by ending the employee’s employment with the Trust all assignments held by this employee will be terminated. 5. Click the Next button to continue.

6. Click in the Notification Date field to enter the date the employee notified the Trust of their resignation. The default value for the Notification Date field will be the previously entered Effective Date. 7. Click the dropdown arrow in the Reason field and choose the reason for leaving. 8. Click in the Last Working Day field and enter the employee’s last working day. 9. Click the Search icon by the Destination On Leaving field to search for the employee’s destination.

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Click the Quick Select icon next to the Destination on Leaving field.

11. If the destination on leaving is NHS Organisation then click the Search icon by the NHS Organisation field to search for and enter the new organisation.

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Choose the Description Search By option.

13. Search for the organisation by entering the search term in the Search By field and click the Go button. In ESR you can also search using the 3-digit Trust Identifier, if known, by first selecting “NHS Organisation” from the Search By dropdown menu and entering the relevant identifier, e.g., %764%. 14.

Click the Quick Select icon to select the organisation.

15. Enter Yes or No in the Available for Bank field to specify whether the employee will still be available to work on the Bank after being terminated. If the leaver has advised that they will still be available for bank work, Yes should be selected in the Available For Bank field. This will ensure that the employee is present on the Bank Administration module for booking onto work requirements, provided they have a Bank assignment. 16.

Click the Next button to continue.

If this employee has employees who report to him a new manager will need to be identified for these staff when he leaves. 17.

Click the Search icon by the New Manager field to search for the new manager.

18. Search for the new manager by entering details in the Search By field. Then click the Go button to start the search. 19.

Click on the Quick Select icon to select the appropriate employee.

Notice that the Direct Reports Manager field has been updated with the name of the new manager. 20.

Click the Assign to All button to assign the new manager.

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Click on the Next button to continue.

The proposed changes are displayed for your review. To assist the review, any changed items are highlighted in blue. 24.

Click the Submit button to send your changes for review and action.

A confirmation message is displayed to indicate that your changes have been submitted for approval.

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