- Identify the end date that you are going to enter:
- If ending a casual appointment refer to Casual workers, teachers and examiners
- If ending other appointments refer to Recording dates in PeopleXD
- Check if the latest appointment sequence has a future-date, if so contact HR Systems Support for guidance.
- Ensure salary/allowances are correct and approved.
- Confirm with the individual that the home address is correct in HR Self-Service and their preferred location for final payslip and P45.
- Calculate leaver’s entitlement and establish if any holiday is to be paid/deducted or taken.
- Confirm if there are any outstanding payments owed eg training agreements.
- Ensure the individual has completed their Onboarding checklist in full. (ie ensure their employment record is completed)
- (For Timesheet pilot users only) Ensure final timesheet has been submitted and approved, and any holiday accrual has been submitted.
- (For Leave and absence pilot users only) Ensure leave record is up to date, including leave requests.
End Appointments
Follow this guide when ending an appointment (including where a person leaves the University or ends one of multiple appointments)
Where an individual is moving to a new appointment eg promotion within the University, successful regrade, Fixed term to permanent or a secondment, the original appointment does not need to be ended, it will be replaced by the new appointment. Please refer to New appointments for new and existing staff How to guide.
Complete the leaver actions before the payroll deadline (or supplementary, for late-notification leavers) of the month in which the individual is leaving. This is necessary for the person to be sent their final (paper) payslip to their home address. An automated email containing information about their payslips and P60s in ESS, as well as pension information, will be sent to the individual once they are processed as a leaver.
You can only end appointments within the department(s) to which you have access.
There are some differences for casual appointments, refer to the Casual workers, teachers and examiners Scenario Factsheet.
Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View > Current salary
- Click into the Appointment selection menu to ensure the correct appointment is highlighted.
- Check the salary and allowances are correct, and are showing as ‘Approved’ under both the ‘Current salary’ and ‘Allowances’ tabs.
If either the amount or the status is incorrect, follow up accordingly before ending the appointment.
If the individual is unable to update their address in HR Self-Service please see Add and manage personal details How-To guide.
Note *
If the final payslip should be sent to a different address to the home address, select Label Address (Payslip), when adding the address. Confirm this to Payroll in an email too.
If the individual is not leaving the university and the new address is a permanent change, amend the home address instead.
This is used to instruct the Payroll team where to send the P45, final payslip and/or details of holiday pay/deductions, redundancy pay, training agreements etc
Follow the Add and Manage UDFs How-To guide for instructions on how to add the UDF.
Complete the UDF: Appt: Leaver Additional Details as below.
| Field name | Instructions |
|---|---|
| From Date* | Enter the date the appointment is ending. |
| To Date | Leave blank. |
| P45 to go to? * | Select the relevant option eg P45 to go to Home Address. Not relevant if individual is not leaving the university. |
| Comments | Add Comments for Payroll (use both comments fields, if needed), including the cost centre where relevant, eg:
|
Navigation: People Management > Employees > View > Employee Search > (Locate individual) > View > Contracts
- Click into the Appointment selection menu to ensure the correct appointment is highlighted.
- Using the ellipsis menu select End Contract
- The End Appointment will open. In the Leaving Detail section enter/select details, as outlined below:
| Field name | Instructions |
|---|---|
| Leaving Date* |
Enter the date you identified in section 1:Before ending an appointment Entering the incorrect end date can have an impact on the individuals pay. Extra care should be taken if the individual is externally funded, retiring or is part time. |
| End All Contracts | Do not use. |
| Leaving Code* |
This is a HESA-required field. Select the relevant option. Non-UK HEIs and related-organisations won’t appear in this list. |
| Location After Leaving* | This is a HESA-required field. Select the relevant option (geographic location of the activity being coded for in 'Leaving Destination Code'). |
| Comments* | Provide details not available in the fields above, to validate the Leaving Destination Code and Location After Leaving. Do not enter details for payroll or sensitive information, eg nature of ill health etc. |
- Click SAVE.
- The Appointment is now ended. If the end date is in the future the contract Status will show as Ending and will update to Ended on the last day
- To view the leaving details entered, click on the ellipsis and select Leaving Summary.
Note * The employee status will remain ‘Active’, until the monthly payroll has run.
You can amend or remove an appointment end date if the payroll has not been run for the month in which the end date occurs.
If you are unable to amend/remove the end date contact HR Systems Support.
Navigation: People Management > Employees > View > Employee Search > (Locate individual) > View > Contracts
- Click into the Appointment selection menu to ensure the correct appointment is highlighted.
- Using the ellipsis menu select Amend end date.
- Select Remove or Amend End date as required.
- If amending the end date, also complete the New Date Left field.
- Click OK.
- The Amend Contract End Date screen will now open. (This screen will also open if the Remove End Date is selected)
-
The bullet points under each heading relate to the status of items or data. If the colour of a bullet point is red, you must click Review to ensure any necessary amendments are made.
-
Save any changes within the Amend Contract End Date screen.
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Notify your payroll administrator that you have amended or removed the end date.
-
If the end date was removed or amended, update the ‘Appt: Leaver Additional Details’ UDF as required. Refer to the Add and Manage UDFs guide for process steps.
- To help track changes, including leavers, don’t forget to regularly run: PERDEP20_Monthly Personnel Changes.
- Remove manager access to work groups within HR Self-Service.
- If the individual is leaving one of multiple appointments and they are a Self-Service Manager, the department they are leaving should complete a Service Request (see HR Systems Service Catalogue) to remove this access.
- Remind leaver to download any necessary payslips and P60s from HR Self-Service.
