Ending appointments guide

Use this guide when ending appointments; whether the person is leaving the University entirely or just one of multiple roles

Contents

  1. Tasks before ending an appointment 
  2. Participating departments only: Workforce Management tasks
  3. Check salary and allowances
  4. Verify and update employee address(es) for final payslip and P45
  5. Add instructions for Payroll 
  6. End the appointment(s) 
  7. Remove or amend end date
  8. Next steps

Important

If replacing an existing appointment: When an individual moves into a new appointment and their existing appointment will no longer be needed, (eg a promotion, a regrade, a move from fixed-term to permanent contract), the existing appointment will automatically end when the new appointment is recorded as ‘Replace Contract’ (refer to the New appointments guide instead).  Do not manually end the existing appointment.  

Ending a casual appointment? Refer to the Casual workers, teachers, student ambassadors and examiners guide instead.

 

Key notes:

  • Complete leaver actions before payroll deadlines in the month the individual is leaving.
  • By default, the final payslip (a hard copy) will be sent to the home address in HR Self-Service.
  • Individuals will receive an automated email regarding payslips and P60s in HR Self-Service, and pension information, once processed as a leaver.
  • You should only end appointments in departments for which you have HR system access. 

Steps to end an appointment

Complete the following tasks: 

  • Identify and confirm the end date; refer to Recording appointment end dates. Note: If the latest appointment sequence is future-dated, contact HR Systems Support for assistance.
  • Calculate employee’s remaining leave balance and establish if it should be paid, deducted, or taken before leaving.
  • Check for any outstanding payments, such as for training agreements.
  • Confirm that the Onboarding checklist (starter details) in HR Self-Service is fully completed to ensure employment record completeness.

Expand All

Should you wish to update the system to reflect the revised annual leave entitlement based on the leaving date:

  1. Calculate the annual leave entitlement for the employment period using the Holiday Calculator.
  2. Make a balance adjustment using the entitlement figure you have manually calculated for the time period, with today's date as the effective date.
  3. Where required, the individual will need to cancel any annual leave booked where the start date is after the appointment end date (ie where they have booked future leave). 

Unactioned leave requests can be seen on the Absences tab (they will have a status of "Requested").

  • If you have the required access to approve leave requests for this individual's Work Group, you can approve/ reject the leave request from the ellipsis menu.
  • If you don't have access to approve/ reject the leave, ensure the Work Group Manager(s) takes action before you end the appointment. 

Note:  Any leave that has a start date after the last date of employment will automatically be updated to 'cancelled' when the individual is processed as a leaver.

Ensure all episodes of absences, including sickness, have been fully recorded, eg with end dates and reasons, before ending the appointment.

All records can be seen on the Absences tab.  

Where there are missing details, either:

  1. Refer to the Record annual leave, sickness and other absence guidance to enter/ update the absence(s); OR
  2. Ensure the Work Group Manager(s) takes action before you end the appointment. 

If the individual is a Work Group Manager, consider/ update the following:

  • Outstanding leave requests submitted by their direct reports, should be actioned by the leaving manager or brought to the new Work Group Manager's attention when they take responsibility (action as appropriate).
  • Ensure new manager is assigned as to the Work Group.

If ending a secondment appointment, follow the Managing annual leave when an employee starts and ends a secondment guide to ensure the individual's annual leave balance is correct.

 

 

Ensure the final timesheet is submitted and approved, and any holiday accrual is submitted for casual workers only.

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View > Current salary

  1. Click into the Appointment selection menu to ensure the correct appointment is highlighted. 
  2. Check the salary and allowances are accurate and ‘Approved’ under both the ‘Current salary’ and ‘Allowances’ tabs.

If either the amount or the status is incorrect, take appropriate action before ending the appointment.

 

Ask employee to verify and, if needed, update their home address in HR Self-Service. This address will be used for sending the final payslip and P45. 

If the employee is unable to update their address in HR Self-Service, please update it on their behalf; see: Add and manage personal details How-To guide.

Note 

If the final payslip should be sent to an address different from the 'Home / Default' address, select 'Label Address (Payslip)' when adding the address and reflect this on the UDF, see 'Add instructions for Payroll' below.  If the appointment has already ended, please inform your payroll officer of the new address via email.

 

 

To instruct the Payroll team where to send the P45, final payslip and/or details of holiday pay/deductions, redundancy pay, training agreements etc, complete the UDF: Appt: Leaver Additional Details as below:

For instructions on how to add a new UDF, follow the Add and Manage UDFs How-To guide.

Field name Instructions
From Date* Enter the end date of the appointment.
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, including the cost centre if relevant. For example:
  • Any holiday payments/deductions
  • Redundancy payments 
  • Training agreements

Use both comments fields if necessary

 

Do not use:  'Process As Leaver' or 'End All Contracts'. 

Follow the guidance below to always end appointments individually.

Navigation: People Management > Employees > View > Employee Search > (Locate individual) > View > Contracts

  1. Click into the Appointment selection menu to ensure the correct appointment is highlighted.  
  2. Use the ellipsis menu to select 'End Contract'.
  3. The 'End Appointment' will open. Enter/select details in the 'Leaving Detail' section, as follows:
Field name Instructions
Leaving Date*

Enter the date identified in section 1:Before ending an appointment 

Note: Entering the incorrect date can impact pay, especially for externally funded, retiring or part-time individuals.
End All Contracts Do not use.
Leaving Code* Select the relevant reason, eg Resignation - Promotion/career prospects 
Leaving Destination*

Select the appropriate option to record the employee's activity after leaving.

Specific notes: 

(i) For another UK HEI, select the relevant HEI. If the name of the HEI is unknown, select 'Another HEI in UK'. Non-UK HEIs and related organisations are not included.
(ii) For an organisation related to an HEI (eg an Oxford College, Cambridge College, OUP), select 'Other education institution in the UK'.

(iii) For NHS-related employment, select 'NHS/General medical or dental in UK'.
(iv) For paid charity/third sector work, select 'Working in the voluntary sector'.
(vi) For unpaid volunteering, select 'Not in regular employment'.
(vii) If the leaving destination is unknown, choose the most applicable:

  • 'Not available' > You asked the employee, but received no response.
  • 'Not known' > Employee does not know what they are going to do next.
  • 'Decline to specify' > Employee declined to provide information.
Location After Leaving*

Select the appropriate geographic location of the activity selected under 'Leaving Code'. 
NB: If an ended employee appointment is replaced by a casual appointment, the original appointment must still be treated as a leaver when completing the 'Activity on leaving' and 'Location after leaving' fields, for data collection purposes.

Specific notes:

  • For 'Retirement', select the home address location of the leaver.
  • For Guernsey, Jersey, or the Isle of Man, select 'UK (not otherwise specified)'.
  • For a list of current EU member countries, refer to the EU website.
  • If the location is unknown, choose the most applicable:
    • 'Not available' > You asked the employee, but received no response.
    • 'Not known' > Employee does not know what they are going to do next.
    • 'Information refused' > Employee declined to provide information.
Comments* Provide additional details to validate the Leaving Code and Location After Leaving. Do not include payroll or sensitive information, eg nature of ill health etc.

 

  1. Click SAVE to end the Appointment.
  • 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 remains ‘Active’ until the monthly payroll runs.

If payroll for the month hasn't been processed (ie up to the Supplementary Payroll deadline), you can amend the appointment end date. Where you are no longer able to make changes, contact HR Systems Support.

Navigation: People Management > Employees > View > Employee Search > View > Contracts

  1. Check the correct appointment is selected in the Appointment selection menu. 
  2. Click the ellipsis menu and select Amend end date > select Remove or Amend End date.
  3. If amending, complete the New Date Left field.
  4. Click OK to open the Amend Contract End Date screen. 
  5. Check bullet points under each heading; red bullet points indicate items that require updates. Click Review to make necessary amendments.
  6. Save changes within the Amend Contract End Date screen. 
  7. Notify your payroll officer of any changes to the end date.
  8. 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 track changes to person records, including leavers, run PERDEP20_Monthly Personnel Changes report.
  • If the individual is transferring to another department or ending one of multiple appointments, the department they are leaving should submit a Service Request to remove their access to the work group, and therefore, to team members assigned to it.
  • Remind employees to:
    • Download payslips and P60s from HR Self-Service before their leaving date. They will receive an automated email prompt to do this once they are processed as a leaver in PeopleXD, provided they still have access to their University email.
    • Return all University equipment eg keys, IT equipment, mobile phone, lab coat, etc or other such departmental property). As per departmental guidelines
    • Hand in their University ID Card

User guides

>System navigation, reporting and other

>Recruitment

>New appointments

>During employment

>Ending appointments

Latest news

READ THE BULLETIN

Popular links