Workday Guide

Terminating an Employee – Manager’s Guide

This Transaction Guide describes the process by which you terminate an employee.

Before you start:

Ensure you have all the relevant information for the process. You will need all the following for the
employee:
o Notice period
o Termination date
o Reason for leaving
o Last day in the office

Step by Step Instruction

1. The employees notice period can be found on

workday by following the following steps. Type
the employees name in the top left hand side of
the screen and press enter.

2. Select the employee from the list appearing on

your screen.

3. Select the actions button (by pressing on the

orange brick shaped symbol) from beside the
employees name, selecting Job Change and
Employee Contracts

4. You will now see their Contract type which

shows their notice period and restrictive
covenants.

5. Make a note of their notice period.

6. Using date the employee resigned and their

notice period you have found you can now
calculate their termination date. For example, if
an employee resigns on the 2nd of the month
and they have 1 months’ notice their
termination date will be the 1st of the following
month.

7. To terminate the employee you can return to

the actions button beside their name and select
Job Change and terminate employee.

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Terminate Employee

8. Termination Date: Input the date the

employee is leaving the company i.e. the date
on which their contract of employment will be
terminated which you have previously
calculated looking at the date they resigned
compared to their notice period.

You may agree to allow the employee to leave

the Company before they have worked their
notice period. This must be mutual agreement
and you should indicate that this is the case in
the comments box at the bottom of the screen
(by the Cloud symbol). Any unusual
circumstances e.g. request to place the
employee on garden leave, must be discussed
with your local HR business partner.

9. Reason: Select a reason for the termination

by selecting the appropriate reason. Hover
your cursor to the right hand side of the box
and click on the symbol. In most
circumstances the employee will be leaving
voluntarily to go to another employer. With this
example click on the “Voluntary” option and
then select the appropriate bullet point e.g.,
Voluntary>Resignation.

10. Close Position: Positions are not re-used, so

click on the Close Position checkbox to ensure
the position is closed once it is vacated.

11. Last Day of Work: This will default from the

termination date entered. Update if necessary.
For example, it could be that the employee will
have a period of Garden Leave or holidays
prior to their contract being terminated and as a
result their last day of work is different to their
termination date.

12. Resignation Date: If the employee resigned, input

the date on which their resignation was received.
This is usually the date of their letter of resignation.

13. Pay Through Date and Notify By: This will

default from the termination date entered.
Update if necessary.

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Attachments

Prior to submitting the termination, you should

attach any relevant documentation including, if
applicable, the employee’s resignation letter.

14. Click on the add button to attach the

employee’s resignation letter and any other
relevant documents.

To attach the letter of resignation you will need to

have scanned a copy of the resignation letter and
copied onto a drive on your computer.

Click the Attach button and you can then select the
appropriate document. If you are unable to access
a scanner, please forward a hard copy of the
resignation letter to your local HR business partner.
You do not need to complete the “Document
Category” or “Comment fields” in the Attachment
box.

Please insert any comments in the comments box

(by the cloud symbol) if there are any particular
instructions for the drafting of the letter or any
additional points that need to be considered.

Submit

15. Review the information you have entered to

ensure it is correct.

If you are not yet ready to submit the

termination, click on the Save for Later button
so you can return to it at a later date.

Otherwise click on the submit button.

Note: If you click Cancel at this stage, the

termination event is cancelled.

Read any error or warning messages displayed carefully and take appropriate action.

Workflow

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After submitting the termination, additional steps will be triggered for you and others to action and you will
receive action notifications in your inbox for the steps for which you are responsible.

The Details tab summarizes the termination information you entered. The Process tab provides
information about any approvals required and also indicates the next step and who is responsible for it.

You can also click on the Remaining Process button to view all of the remaining steps in the business
process.

When you have finished reviewing the summary details, click on the done button to close the transaction.

The employee will not be terminated in the system until all approvals have been given and the effective date
of the termination becomes current.

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