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Workday Job Aid HR: Termination Job Aid HR: Termination ... Close Position: Know if the position...

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©2014 Trinity Health. All Rights Reserved. 1 Workday Job Aid HR: Termination Updated as of August 3, 2017 Description This process allows for the voluntary or involuntary termination of a colleague. When to Use Use this process to terminate a colleague for one of the following voluntary or involuntary categories. You will also be required to choose a subtopic. Note: Use the Change Job job aid if a colleague is moving (transferring) from one RHM to another! Voluntary: Assignment Ended Disability Dissatisfied with Position Employee Requirements Personal Reasons Retirement Transfer to Non Workday Affiliate Withdrawn Related Reports Terminations Exit Interview Involuntary: Assignment Ended Behavior Departure from Position Disability Employment Requirements No Show
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©2014 Trinity Health. All Rights Reserved. 1

Workday Job Aid

HR: Termination

Updated as of August 3, 2017

Description

This process allows for the voluntary or involuntary termination of a colleague.

When to Use

Use this process to terminate a colleague for one of the following voluntary or

involuntary categories. You will also be required to choose a subtopic.

Note: Use the Change Job job aid if a colleague is moving (transferring)

from one RHM to another!

Voluntary:

• Assignment Ended

• Disability

• Dissatisfied with Position

• Employee Requirements

• Personal Reasons

• Retirement

• Transfer to Non Workday Affiliate

• Withdrawn

Related Reports

• Terminations

• Exit Interview

Involuntary:

• Assignment Ended

• Behavior

• Departure from Position

• Disability

• Employment Requirements

• No Show

©2014 Trinity Health. All Rights Reserved. 2

HR: Termination

Business Process Steps and Roles

Process roles are designated by “security role,” which do not reflect

actual job titles. People may have multiple roles.

Initiate Termination: Manager, HR Partner, HR Representative,

or HR Shared Services (HRSS) Representative

Involuntary Review Termination: Colleague Relations Partner

Review Termination: HR Representative or HRSS Representative

Process Termination (table below):

Page 2 of 27 Workday Job Aid: Termination

NOTE: This process may be canceled (rescinded) in case

there is a change in circumstances. See page 28 “SPECIAL

NOTE: How to Cancel This Process” for instructions.

Step Process Roles

Assign Organization Roles Security Partner

Review Changed Role

Assignments

Security Administrator

Remove User-Based Security

Group Assignments

Security Partner

Manage Business Processes Manager

Offboarding Procedures Manager

PTO/Sick Transfer or Payout Payroll Partner/Lite

Request Backfill Manager

HR Representative/

HRSS Representative

Manager/

HR Partner

Initiate

Review

Process

Termination

ROLE:

Various Roles

(see table at left)

Colleague

Relations

Partner

Involuntary

Review

(if applicable)

Initiate

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 3

Before You Start

Ensure local policies and procedures have been followed and

appropriate approvals have been received before starting a

termination. This may include:

Colleague submits resignation letter to manager

(voluntary) or manager/HR determines colleague needs to

be terminated (involuntary)

Manager follows offboarding procedures

Manager may contact HR Partner with questions

Manager and HR determine if the position will be closed

or refilled

If the colleague has multiple jobs, initiator will first need to

terminate the non-primary job(s) using the End Additional

Job business process

If the termination is involuntary, consider timing of

processing the termination (e.g., actions may need to be

taken while the colleague is being notified, such as

Workday access)

Page 3 of 27 Workday Job Aid: Termination

Notifications (a colleague or department should be notified outside of the

Workday system)

• No notifications.

Coming in Phase 2

• Severance module will be added.

Variations

• There should be no variations to this process

across the system. However, offboarding

procedures and exit interviews may vary by

Health Ministry.

Other Resources

• Contact your Tier 1 resource, as noted on the

Workday Help website at workday.trinity-

health.org.

HR: Termination

SPECIAL NOTES: • This process may be canceled (rescinded) in case there

is a change in circumstances. See page 28 “SPECIAL

NOTE: How to Cancel This Process” for instructions.

• While adding comments where indicated may be helpful

for the process, please note that comments are auditable

and therefore should be appropriate for the section.

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 4

Data Needed for Termination

The following data will be required:

Employee: Name of colleague to be terminated

Termination Date: Date termination is effective

Last Day of Work: Last day of work for colleague

Pay Through Date: This date should be the termination date plus

28 days

Reasons: Primary/secondary involuntary or voluntary reason for

termination

Not Eligible for Rehire: Know if colleague is eligible for rehire

Close Position: Know if the position will be closed or refilled

Attachments: Any supporting documentation for HR file

(e.g., resignation letter, disciplinary information)

Assign Organization Roles

Assigned To: Name of colleague who will assume terminating

colleague’s Workday roles

Page 4 of 27 Workday Job Aid: Termination

HR: Termination

Initiate Termination

Process Termination

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 5

Process Steps

1. Log in to Workday

2. Type terminate employee in the search box and press Enter

3. Click Terminate Employee

from the search results

Page 5 of 27 Workday Job Aid: Termination

Which role(s) can do this step? • Manager

• HR Partner

• HR Representative

• HRSS Representative

HR: Termination

Alternate Starting Steps:

1. Type the colleague’s name in the search

box and press Enter

2. Click the related actions icon (“brick”)

that appears next to the name

3. Go to Job Change

and click

Terminate

Employee

4. Continue with this job aid at step 6

Initiate Termination

NOTE: Before you can terminate a

colleague, you must end any additional

jobs that may be assigned to him/her.

Use the Change Job job aid if a

colleague is moving (transferring)

from one RHM to another!

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 6

HR: Termination

Workday Job Aid: Termination

Process Steps (continued)

4. Type the name of the employee (colleague) whose employment is being terminated

5. Click OK

6. Click the edit icon next to Details

Page 6 of 27

Initiate Termination

SCREEN INSTRUCTIONS

CONTINUE ON NEXT PAGE

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 7

Process Steps (continued)

7. Complete the Details form (* indicates required information)

HR: Termination

Workday Job Aid: Termination

Involuntary:

• Assignment Ended

• Behavior

• Departure from Position

• Disability

• Employment Requirements

• No Show

Voluntary:

• Assignment Ended

• Disability

• Dissatisfied with Position

• Employee Requirements

• Personal Reasons

• Retirement

• Transfer to NonWorkday Affiliate

• Withdrawn

TE

RM

INA

TIO

N R

EA

SO

N

CA

TE

GO

RIE

S

Click the prompt

icon for options

Page 7 of 27

Initiate Termination

SCREEN INSTRUCTIONS

CONTINUE ON NEXT PAGE

Click the

checkmark icon to

accept changes

Pay Through Date

This date should be the termination date plus

28 days

Last Day of Work

Auto-populates from Termination Date W

HA

T I

S T

HIS

?

Secondary Reason

Same list as Primary Reason; use if there is

more than one reason for termination

Notify By

Auto-populates from Termination Date;

Resignation Date

The day the colleague submitted their

resignation (voluntary termination only)

Termination Date

Date termination is effective

Primary Reason

Choose from menu options (categories listed on right;

must also choose a subtopic)

TRANSITION PHASE NOTE:

During the transition phase, if a colleague is

transferring to a Trinity Health location that

is not yet on the Workday system, choose

Voluntary – Transfer to NonWorkday

Affiliate from the Primary Reason choices.

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 8

Process Steps (continued)

8. Scroll down and review the Regrettable, Eligibility, and Position Details;

click the edit icon to make any changes (form defaults to No for each)

9. Type comments, add

attachments (if applicable),

and click Submit

HR: Termination

Workday Job Aid: Termination

Regrettable

Not editable

Click the box to

change answer to Yes

Page 8 of 27

Initiate Termination

WH

AT

IS

TH

IS?

Close Position

Check box (Yes) if position will be closed after termination

Click the

checkmark icon to

accept changes

Not Eligible for Rehire

Not editable

Is this position available for overlap?

Not editable

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 9

If initiated by Manager/HR

Partner AND voluntary

termination, process moves

to next step; click Done

Process Steps (continued)

HR: Termination

Page 9 of 27 Workday Job Aid: Termination

If involuntary termination, process

moves to next step; click Done

10. If initiated by HR/HRSS

Representative AND

voluntary termination,

process continues; click

Review

OR

Initiate Termination

HINT: If you click Done

instead of Open, you

can access the next step

from your Inbox.

OR

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 10

Process Steps (continued)

1. Log in to Workday

2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)

Renee Relations (1100111)

HR: Termination

Page 10 of 27 Workday Job Aid: Termination

Which role can do this step? • Colleague Relations Partner

Review Involuntary

Termination

NOTE: This step will be skipped if

the termination is voluntary.

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 11

Process Steps (continued)

4. Review and type comments

5. Click Approve or Send Back with instructions

6. Process moves to next step; click Done

HR: Termination

Page 11 of 27 Workday Job Aid: Termination

Review Involuntary

Termination

HINT: To cancel this

process, click Deny.

Click the edit icon

to make changes

NOTE: The Pay Through Date is

the termination date plus 28 days.

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 12

Process Steps (continued)

1. Log in to Workday

2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)

HR: Termination

Page 12 of 27 Workday Job Aid: Termination

Which role can do this step? • HR Representative

• HRSS Representative

Review Voluntary

Termination

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 13

Process Steps (continued)

4. Review and type comments

5. Click Approve or Send Back with instructions

6. Process moves to next step; click Done

HR: Termination

Page 13 of 27 Workday Job Aid: Termination

Review Voluntary

Termination

HINT: To cancel this

process, click Deny.

Click the edit icon

to make changes

NOTE: The Pay Through Date is

the termination date plus 28 days.

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 14

Process Steps (continued)

1. Log in to Workday

2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)

Sam Security (1100117)

HR: Termination

Page 14 of 27 Workday Job Aid: Termination

Which role(s) can do this step? • Security Partner

Assign Organization

Roles

Process Termination

NOTE: This step will be skipped if the colleague

does not have any Workday security roles.

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 15

Process Steps (continued)

4. Click the Assigned To box

5. Click the X to delete the

terminating colleague’s name, and

type the name of the colleague

who will assume the role

6. Type comments

and click Submit

7. The next step is dependent

on the change; click To Do

or Done (as appropriate)

HR: Termination

Page 15 of 27 Workday Job Aid: Termination

Process Termination

Assign Organization

Roles

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 16

Process Steps (continued)

1. Log in to Workday

2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)

4. Type comments and click Approve

5. Process moves

to next step;

click Done

HR: Termination

Page 16 of 27 Workday Job Aid: Termination

Which role(s) can do this step? • Security Administrator

Review Change

Role Assignments

Process Termination

NOTE: This step will be skipped if the colleague

does not have any Workday security roles.

Sam Security (5100006)

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 17

Process Steps (continued)

1. Log in to Workday

2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)

Sam Security (1100117)

HR: Termination

Page 17 of 27 Workday Job Aid: Termination

Which role(s) can do this step? • Security Partner

Process Termination

Remove User-Based

Security Group

Assignments

NOTE: This step will be skipped if the colleague

does not have any Workday security roles.

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 18

Process Steps (continued)

4. Click Assign User-Based Security Groups for Person

5. Type the name of the colleague

who is being terminated

6. Choose the

appropriate name

7. Click OK

HR: Termination

Page 18 of 27 Workday Job Aid: Termination

Process Termination

IMPORTANT: Workday shows various

iterations of a colleague. Choose the

one that includes an employee number.

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 19

Process Steps (continued)

8. Click the X next to all User-Based Groups to remove

them from the terminating colleague

9. Click OK

10.Click Done

11.Click Submit

12.Process moves to next step, click Done

HR: Termination

Page 19 of 27 Workday Job Aid: Termination

Process Termination

Remove User-Based

Security Group

Assignments

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 20

Process Steps (continued)

1. Log in to Workday

2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)

HR: Termination

Page 20 of 27 Workday Job Aid: Termination

Which role(s) can do this step? • Manager

Manage Business

Processes

Process Termination

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 21

Process Steps (continued)

4. Review Inbox Items Assigned to Worker and make any changes

5. Click Business Processes about the Worker, review, and make any changes

HR: Termination

Page 21 of 27 Workday Job Aid: Termination

Process Termination

Manage Business

Processes

Click the prompt

icon for options

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 22

Process Steps (continued)

6. Click Delegations to the Worker , review, and make any changes

7. Click Submit

8. Process continues,

click To Do

HR: Termination

Page 22 of 27 Workday Job Aid: Termination

Process Termination

HINT: If you click Done instead

of To Do, you can access the

next step from your Inbox.

Manage Business

Processes

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 23

Process Steps (continued)

1. Read Instructions and act; type comments

2. Click Submit

3. Process moves to next step;

click Done

HR: Termination

Page 23 of 27 Workday Job Aid: Termination

Process Termination

NOTE: This gives the Manager the

opportunity to confirm all offboarding

procedures for the terminated colleague.

Offboarding Procedure

Which role(s) can do this step? • Manager

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 24

Process Steps (continued)

Payroll completes PTO/Sick Transfer or Payout

HR: Termination

Page 24 of 27 Workday Job Aid: Termination

Which role(s) can do this step? • Payroll Partner

• Payroll Partner Lite

PTO/Sick Transfer

or Payout

Process Termination

WH

AT

IS

TH

IS?

PTO/Sick Transfer or Payout

Payroll reviews the colleague’s remaining

PTO/Sick and processes the payout.

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 25

Process Steps (continued)

1. Log in to Workday

2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)

4. Type comments and click Submit

5. Process is complete;

click Done

HR: Termination

Page 25 of 27 Workday Job Aid: Termination

Which role(s) can do this step? • Manager

Process Termination

Request Backfill

NOTE: This gives the manager an

opportunity to add any comments for the

recruiter in regard to backfilling the position.

For example:

• Goal is to fill by April 1

• Can replace with two part-time

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 26

HR: Termination

Page 26 of 27 Workday Job Aid: Termination

End of Process: Next Steps

WHEN TERMINATION PROCESS IS COMPLETE

Colleague automatically receives exit interview documentation

from outside partner

Workday automatically submits colleague health enrollment to

COBRA administrator for processing

Manager contacts HR Partner to begin backfill process , if

applicable

Updated as of August 3, 2017

©2014 Trinity Health. All Rights Reserved. 27

SPECIAL NOTE: How to Cancel This Process

1. Log in to Workday

2. From Inbox, click the Archive tab

3. Find the Terminate item you wish

to cancel and click to open (opens in the right pane of the screen)

4. Click Rescind

Page 27 of 27 Workday Job Aid: Termination

HR: Termination

Alternate:

1. Click related actions icon (“brick”)

2. Click Business Process

3. Choose from Correct, Rescind,

or View Remaining Process

Which role(s) can do this step? • HR Representative

• HRSS Representative

Updated as of August 3, 2017


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