How to Terminate an Employee(s)
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1 | TASS.web Payroll HRM > Payroll > Employee Information > Employees on the 'General' tab. | If the employee was an approver in Staff Kiosk, click the ‘Ghost Logon’ link to access the employee’s Staff Kiosk and check for any outstanding approvals in the following areas:
Finalise any outstanding approvals. You can approve the request for the terminated employee or decline it and ask the submitter to resubmit after you've updated the necessary areas. More information is in Step 11 of this guide. Add a Comment to note who approved or declined the request on behalf of the terminated employee. | 🔲 | ||||||||||||||||||||||||||||||||||
2 | TASS.web Payroll HRM > Payroll > Employee Information > Employees on the 'General' tab. | Enter the termination date and termination reason on the employee(s') record. | 🔲 | ||||||||||||||||||||||||||||||||||
3 | TASS.web Payroll HRM > Payroll > Pay Run Preparation > Timesheets. | During the pay run in which the termination date falls, load the timesheet manually for this employee(s). You should manually adjust the hours to reflect the amount that the employee(s) actually worked in this pay run prior to termination. | 🔲 | ||||||||||||||||||||||||||||||||||
4 | TASS.web Payroll HRM > Payroll > Pay Run Preparation > Timesheets. | Refer to the instructions:
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5 | TASS.web Payroll HRM > Payroll > Pay Run Preparation > Timesheets on the ‘Accruals’ tab. | If there are any leave balances that will not be paid out to the employee, such as Sick Leave or Long Service Leave Non-Current, adjust these to zero. On the ‘Accruals’ tab, add a new accrual entry for positive or negative hours as required to set the balances to zero. | 🔲 | ||||||||||||||||||||||||||||||||||
6 | TASS.web Payroll HRM > Payroll > Pay Run Processing > Pay Run Reset | When the Pay Run Reset is run (as part of the pay run processing), it will apply the 'T' (Terminated) TS flag to the terminated employee(s) (those with a terminated date <= the period end date of the pay run). The employee's status will remain 'Terminated' until the Payroll Year End Reset is run at the end of the financial year. At this time, the employee's status will change to ‘Archived’. If an employee's status is ‘Terminated', they can still be processed in TASS.web Payroll HRM > Payroll > Pay Run Preparation > Timesheets under the ‘Adjustment Envelope’ or 'Accruals’ tab. This allows for unexpected payments, refunds, accrual adjustments, etc., to be processed after termination. Once an employee's status is 'Archived', they cannot be processed in Timesheets. If any adjustments are required, they will need to be reinstated using the program TASS.web Payroll HRM > Payroll > Employee Information > Reinstate Terminated Employee. | 🔲 | ||||||||||||||||||||||||||||||||||
7 | TASS.web Payroll HRM > Payroll > Employee Information > Employees on the 'General' tab. or TASS.web System Admin > Users > Assign Security Roles | Update the ‘Teacher Kiosk Access’ field to prevent access the Terminated Employee from accessing Staff Kiosk. Ensure the Employee has retrieved any required Pay Envelopes and PD History prior to deactivation. or Update the user's security role to be specific to terminated employees. For example, a role with limited permissions and access to Pay Envelopes only. | 🔲 | ||||||||||||||||||||||||||||||||||
8 | TASS.web Student Admin > Timetable > Timetable Information > Maintain Timetable Details. or TASS.web Student Admin > Timetable > Timetable Information > Timetable Grid Entry. Teachers only. | If the Employee is a Teacher leaving mid-term or mid-semester (before a timetable rollover), you may also need to update the timetable. This process will vary based on your school's Academic Reporting and Assessment setup: For non-assessable subjects and subjects without assessment activities: Identify all classes scheduled for Non-Assessable Subjects and those without Assessment Activities that were assigned to terminated teachers. Update each record by removing the code of the terminated teacher from the 'Teacher Code' field and replacing it with the teacher code who will take their place. For subjects with assessment activities: Create new timetable entries to duplicate the timetable entries of the terminated teacher. In the 'Teacher Code' field of each new entry, include the code of the teacher who will take over for the terminated teacher. As a result, each class will now have two teachers assigned. Once this is done, proceed to complete Step 8. | 🔲 | ||||||||||||||||||||||||||||||||||
9 | Staff Kiosk Assessment > Activity Planner. Teachers only. For subjects that have assessment activities only | If the Employee is a Teacher leaving mid-term or mid-semester, and your school has assessment activities assigned, you may need to transfer the assigned activities to the new Teacher. In ‘Activity Planner’, search for the Teachers’s assigned current and future Activities. Click on each Activity Name to open each Subject Class's ‘Activity Assessment’ screen. Go to the Hamburger Menu, then select ‘Transfer Activity’. Select the new Teacher’s name, then click ‘Transfer’. Repeat for each current and future Activity. Then go to TASS.web Student Admin > Timetable > Timetable Information > Maintain Timetable Details and delete all of the terminated Teacher’s remaining timetable entries. | 🔲 | ||||||||||||||||||||||||||||||||||
10 | TASS.web Student Admin > Teacher Records > Teachers on the ‘General’ tab. Teachers only. | If the Employee is a Teacher, the Current Indicator field should be modified to show the teacher is no longer with the school. If the teacher was set up as a substitute teacher, the Substitute Teacher field should be updated to 'N' to remove them from the substitution availability list. | 🔲 | ||||||||||||||||||||||||||||||||||
11 | Various | If a terminated employee held one of the listed roles, you may need to update the relevant sections in the table below for both the terminated employee and the employee who will take their place.
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