Recording appointment end dates

For any individuals working on an externally funded fixed-term contract, departments must record the leaving date stated in the contract, as dictated by the grantor.

Note * If the recorded end date of a fixed term contract exceeds the funding expiry date, your department may be charged.

Where someone has retired, you must enter the individual's actual last day of employment (eg the last day they worked or took annual leave). 

Where a full-time individual has worked (or taken annual leave during) their full working week, e.g. Monday - Friday, their leaving date for pay purposes should be recorded as the Sunday at the end of that week.

If they leave partway through the week, their leaving date should be their actual last day of work (or last day of annual leave if they are taking any at the end of their employment).

Where a part-time individual has worked (or taken annual leave during) their full working week, e.g. Wednesday - Friday, their leaving date for pay purposes should be recorded as the Sunday at the end of that week.

If they leave partway through the week (e.g. the Thursday), their leaving date should be their actual last day of work (or last day of annual leave if they are taking any at the end of their employment).

Full guidance for ending recent and retrospective casuals can be found on the Ending a casual appointment guide. 

Once the final payment claim has been submitted to the central payroll team the appointment can be ended following the guidance below:

• The end date recorded must match the contractual end date and leaver documentation.
• The end date should reflect the contract, typically the last day worked or the final day of annual leave. 
• The end date must be recorded after the final payment claim is submitted (even if this is in the subsequent payroll month).