Maintain Employee Separation Details

This page enables the HR user to carryout separations of multiple employees in bulk. Separation can occur due to many reasons. Typical reasons could be when the employee’s services are terminated, the employee’s contract is overdue to superannuation, resignation, dismissal due to disciplinary action, death, disability and so on. Based on the search criteria, the system retrieves all separation records for the employment OU which need to be authorized by the login user as per configured workflow.

Select “Separation Information” activity under the “Employee Information – Bulk”.

The “Maintain Employee Separation Details” page appears.

Enter the following field details in the header:

Employee Code Setup Unit

From the drop-down list box, select the employee code setup unit. The combo is loaded with all OUs interacting with the number generation OU (NGOU) and defaults with the login OU. Mandatory.

Note: On launching this combo is populated with the EmpNG OU and employment Unit as Login OU.

Employment Unit

From the drop-down list box, select the employment unit to which the employee belongs. Mandatory

Enter the following field details under “Search Criteria” in the header:

Work Location	From the drop-down list box, select the work location of the employee. The combo is loaded with various work locations.
Department	From the drop-down list box, select the department type. The combo is loaded with various departments.
Employee Code From/Employee Code To	Enter the employee code range From and To of the employee. Help facility available
DOJ From/Date To	The date of joining From and To range for the search criteria.
Separation Status	From the drop-down list box, select the status of the employee separation. The combo is loaded with the values “Draft”, “None”, “Authorized”, “Pending Authorization” “Rejected” and “Withdrawn”. The system displays “Select” by default on launch of the page. Mandatory.

Click the “Show Details” push button. The system retrieves all separation records for the employment OU which need to be authorized by the login user as per configured workflow.

The system displays the following in the “Personal Details” multiline:

Employee Code	The code of the employee.
Employee Name	The name of the employee. Click the hyperlink to navigate to ‘Employee Details’ popup.
Status	On Saving the selected record, the status of record is displayed as either “Success” or “Error”. Success – The status is “Success”, if there is no error while entering the record. Error – The status is “Error”, if there is any error record.
Error Remarks	Any error while creating the record is listed in this field.
Separation Status	The separation status of the selected record. The status may be Draft”, “None”, “Authorized”, “Pending Authorization” “Rejected” and “Withdrawn” depending on the selected record. Note: The status is given as a link if the value of the separation status is not ‘Draft’ and clicking it launches “Approval Trail” popup.
Department	The department to which the employee belongs.
Position	The position title of the employee.
DOJ	The date on which the employee joined the organization.

Enter the following field details in the “Maintain Employee Separation Details” multiline:

Process Initiated Through	The name of the employee who initiated the separation process. Mandatory.
Employer Separation Reason	From the drop-down list box, select the required reason for employer separation. The combo is loaded with various separation reasons. The system displays “Select” by default on launch of the page. Mandatory.
Employee Separation Reason	From the drop-down list box, select the required reason for employee separation. The combo is loaded with various separation reasons. The system displays “Select” by default on launch of the page. Mandatory.
Requested Date	The date on which the employee has initiated the separation. Mandatory.
Last Available Date	The last working date of the employee. Mandatory.
Separation Date	The date on which the employee has separated. Mandatory.
Eligible for Rehire	From the drop-down list box, specify whether the employee is eligible for rehire. The combo is loaded with the values “Yes” and “No”.
Notice Period Waive Off	From the drop-down list box, select the required option to waive off the notice period. The combo is loaded with the values “Yes” and “No”.
Notice Period	The period of notice in days. Mandatory.
Notice Period Status	The status of the notice period.
Back Dated Separation	From the drop-down list box, select the required option to specify back dated separation details. The combo is loaded with the values “Yes” and “No”.
Override Bond Details	Select the checkbox to override the bond details of the employee.
Work Location	The work location of the employee.
Grade Set	The grade set of the employee.
Grade	The grade of the employee.
Attachment	Click icon to attach the required document.
Withdrawal Reason	The reason for withdrawing the resignation.
Rejection Reason	The reason for rejecting the resignation.
Remarks	Key in any remarks or feedback.
Error Remarks	Any error while creating the record is listed in this field.

Select the required field click “Save” to save the details entered.

The system saves the entered details and updated the status as “Draft”.

Select the required field and click “Cancel” to cancel the details entered.

The system cancels the entered details which are in “Draft” status.

Select the required field and click “Submit” to submit the details entered.

On submit the records are routed for approval based on workflow configuration and the status is changed to “Pending Authorization”.

Select the required field and click “Withdraw” to withdraw the separation request.

The records are withdrawn and the status changed to “Withdrawn”. You must provide the withdrawal reason in the multiline.

Select the required field and click “Authorize” to authorize the separation request.

The records are authorized and the Separation Status is changed to “Authorized”.

Select the required field and click “Reject” to reject the separation request.

The records are rejected and the status changed to “Rejected”. You must provide the rejection reason in the multiline.