Termination of an employee in Personalwolke Time
General
Note: This section deals with recording an exit in Personalwolke
Time.
You can find information on recording an exit in HR-Expert under
Registration of Terminations in HR-Expert
Contents of this chapter:
The following must be observed in the event of leaving with regard to
the settlement of Personalwolke:
- The leaving date (Settings / Time recording / General: Leaving date) ends
the option to record times.
- A person master record that has the "Active user" parameter ticked under
Settings will continue to be charged in full.
- A person master record that does not have the "Active user" parameter ticked
under Settings and is therefore inactive will continue to be charged with the
fee for inactive users. Inactive persons can be analysed.
- A deleted person is no longer charged from the month of deletion and can no
longer be analysed.
If the leaving date is not set in advance, time recording will continue and
the account values will be incorrect.
In this case, the leaving date must be set retrospectively, and daily payroll
accounting must be started from the leaving date (detailed description below).
Deactivating a person
If an employee leaves the company and their data is still to be analysed,
the following steps are necessary for the departure:
1. Exit the time acquisition:
- In the menu/Administration folder, navigate to
Persons and click on the person who is to leave.
- Go to the Settings tab and switch to Time
acquisition in the drop-down menu.
- Scroll to Master data - General.
- Under Leaving date, enter the date of
resignation
- Scroll back up and save the change.
- This means that the person leaving cannot record any more times after this
date.
2. Deactivate the user
- In the Administration menu folder, navigate to
Persons and click on the person who is to leave.
- Open the Settings tab and uncheck the Active user box
- You will then receive the following message:
- If you now click OK, all the person's roles will be deleted. (e.g. manager
role, personnel role) This ensures that no further applications are assigned to
this person.
- If you click on Cancel, these roles will be retained. Please note that this
may mean that, for example, holiday requests are not processed because the
person with the corresponding role has left.
- If you now click on Save, the person leaving will no longer be able to log
in to the Personlwolke.
- After this step, the person will only be charged at the reduced rate.
3. Move to the exit group (Loose group of ex-employees)
- In order to keep the organisation chart up-to-date and clear (and to be able
to make evaluations of departures if necessary), the person must be moved to the
departure group.
- In the Administration folder, navigate to Persons and click on the person
who is to leave.
- Switch to the Groups tab.
- Now select the group "XYZ resignations" under "select an option" and enter
the resignation date under "Valid from". If you leave it blank, the current date
will be entered. Leave the "Valid to" field empty.
- Now click on Save and the person will be moved to the leaving group with the
date entered.
Attention: if you want to delete the
affiliation to previous Loose groups, please use the "Delete"
function (see screenshot below)!
Please bear in mind that every active employee must be assigned to a
hierarchical group. It is not possible to delete such an assignment without
reorganising it
Delete employee profile
If the data is no longer required, a person can be deleted (note: this will
delete all time recording data):
- In the Administration folder, navigate to Persons and click on the person
you want to delete.
- Click on the red Delete button
- You will then receive the following pop-up
ATTENTION: if you confirm the pop-up with "Delete", the
person's data will be irrevocably deleted. This data can no longer be analysed
or restored!
Frequent error case
regarding terminations
It can happen that only the "Active user" tick is removed for an employee who
has left the company, but the leaving date is not set. This results in the time
accounts being calculated continuously, meaning that the employee still has a
target time and, due to their non-attendance, earns minus hours even though they
have actually left.
In this case, the leaving date must be entered retrospectively, and the daily
payroll run must then be started from the leaving date. As a result, the account
calculation is rolled up again and the leaving date is taken into account.
Instructions:
- Enter the leaving date in the "General: Leaving date" parameter in the
Settings/ Time recording tab.
- The daily payroll must then be started.
- Go to the menu item "Administration" ⇾ "Persons"
- Select the employee.
- In the "Settings" ⇾ "Time recording" tab, click on the "Daily payroll"
button.
- In the pop-up, enter the day after the leaving date as the date and select
the option "Transfer new time models and authorisations from master record".
- If the entries are correct, click on "Start daily payroll"
Please note that the date on which daily accounting is started
must not be before the leaving date, as otherwise information such as the
release authorisations (monthly release, 10h / 50h cap cancellation, etc.),
daily programmes, holiday entitlement values, etc. will be lost. The existing
data is overwritten with the current values.
Example:
- Max Mustermann left the company on 30.04.XXXX
- However, the leaving date 30.4.XXXX is only entered in the person master
record on 08.05.XXXX.
- As a result, the time recording for Max Mustermann is still calculated from
1 May to 8 May.
- In order for the period from 1 May to 8 May to be deleted, a daily payroll
run must be carried out as at 1 May XXXX
Termination during the month
Monthly releases cannot be sent for approval in advance for departures during
the month. These can only be sent on the last day of the month.
The statistics also only show account values from the end of the month.
Therefore, if an employee has left during the month, the values for the month in
which they left are not displayed in the Personalwolke monthly statistics
analyses.
