End Appointments

Follow this guide to end an appointment, whether the person is leaving the University or just one of multiple appointments

Contents

  1. Before ending an appointment 
  2. Checking salary and allowances
  3. Update address(es)
  4. Add instructions for Payroll 
  5. Ending the appointment(s) 
  6. Remove or amend end date
  7. Next steps

Important: When an individual moves into a new appointment that will replace their existing one (eg promotion, regrade, fixed-term to permanent, or secondment), do not end their original appointment. Refer to the New appointments guide.

Complete leaver actions before the payroll deadlines in the month the individual is leaving and to ensure their final payslip (issued in printed form) is sent to their home address. They will receive an automated email from PeopleXD regarding their payslips and P60s in HR Self-Service, and pension information once processed as a leaver.

You can only end appointments within the department(s) to which you have access.

For casual appointments, refer to the Casual workers, teachers and examiners guidance.
 

  1. Identify the end date:
    1. For casual appointments, refer to Casual workers, teachers and examiners.
    2. For other appointments, refer to Recording appointment end dates.
  2. If the latest appointment sequence has a future date, contact HR Systems Support for guidance.
  3. Ensure salary and allowances are correct and approved.
  4. Ask employee to check, and if needed update, their home address in HR Self-Service and verify the preferred location for final payslip and P45.
  5. Calculate the leaver’s entitlement and establish if any holiday needs to be paid, deducted or taken.
  6. Check for any outstanding payments owed, eg training agreements.
  7. Ensure the individual has fully completed their Onboarding checklist in HR Self-Service, verifying their employment record is complete.

Participating departments only:

  1. Timesheet pilot users: Ensure the final timesheet is submitted and approved, and any holiday accrual is submitted.
  2. Leave and absence pilot users: Ensure the leave record is up to date, including all leave requests.

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.

 

If the individual cannot update their address in HR Self-Service, update it on their behalf, see: Add and manage personal details How-To guide.

Note 

If the final payslip needs to be sent to an address different from the home address, select 'Label Address (Payslip)' when adding the address. Also, confirm this change to Payroll 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

 

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 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 Destination Code'. 

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 Destination 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.

You can amend or remove an appointment end date if Payroll hasn't been processed for that month yet. 

If you are unable to make changes, contact HR Systems Support.

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

  1. Check the correct appointment is highlighted in the Appointment selection menu. 
  2. Use the ellipsis menu to select Amend end date.
  3. Select Remove or Amend End date as needed.
  4. If amending, complete the New Date Left field.
  5. Click OK - the Amend Contract End Date screen opens. 
  6. The bullet points under each heading relate to the status of items or data. For any bullet point that is red, click Review and make necessary amendments.
  7. Save changes within the Amend Contract End Date screen. 
  8. Notify your payroll administrator of any changes to the end date.
  9. 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.
     

User guides

>System navigation, reporting and other

>Recruitment

>New appointments

>During employment

>Ending appointments

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