MSTL Offboarding Webinar. This presentation was last updated on 5/26/16

Transcription

1 MSTL Offboarding Webinar This presentation was last updated on 5/26/16

2 Agenda Offboarding Process Manager expectations Chronology of manager and team member responsibilities TFS Next Chapter Transition Center Vehicle Benefits Q&A 5/31/2016 2

3 Manager Expectations Support your exiting team members by creating a smooth transition experience Create continuous touchpoints with team members and ensure they continue to have meaningful work Answer team member s questions and follow up Complete assigned tasks in Red Carpet Approve team member s hours worked in MyTime and expense reports Forward drop files to Susie McKenna in HR on or after team member s last day Be sure to complete tasks in a timely manner 5/31/2016 3

4 Manager Expectations continued Ensure Proper Knowledge Transfer Ensure that exiting team members save work-related information on department share drives not on hard drives, thumb drives or external drives Protect Confidential Information Remind exiting team members that confidential Toyota information may not be removed from the workplace. If already removed, it must be returned immediately Remind exiting team members that they may not print hard copies of Toyota work samples or save files to a personal storage device to help with their future job search 5/31/2016 4

5 90 Days Prior to Release Date Team Members Contact Benefits at (877) or ext: or via at if planning to retire upon scheduled release date. Team Members may initiate Outplacement Services with Lee Hecht Harrison (LHH) by registering online at or by calling LHH at (888) x817. 5/31/2016 5

6 60 90 Days Prior to Release Date Team Members Contact Annie Simbre at HQ Vehicle Services at (310) or at to begin the purchasing process if purchasing a vehicle. For financing, contact Corporate Customer Service at (310) (Attendance Optional) Receive an invitation for a 1/2 day Shifting Gears presentation by Benefits (COBRA, 401k, etc.), Lee Hecht Harrison (outplacement services), and the Rapid Response Team (EDD, Covered California, etc.). (Attendance Optional) Receive an invitation for a resume and interview skills-building class. 5/31/2016 6

7 60 Days Prior to Release Date Team Members Receive a DocuSign with a link to the TFS Retention Release Agreement and the TFS Retention Benefits Plan. Using DocuSign, team members must acknowledge receipt of these documents no later than 45 days before their scheduled release date. Documents can be printed or reviewed at any time via the link from DocuSign. * Note: Team Members on LOA will generally be required to review their documents and submit their acknowledgment via DocuSign. Please contact your HRC for more information. 5/31/2016 7

8 25 30 Days Prior to Release Date Managers Begin the offboarding process upon receiving an from TFS Onboarding and Offboarding (Red Carpet). Click the link to Red Carpet and sign in with your username and password. 1) Confirm the team member's scheduled release date this will trigger offboarding action items for Vehicle Services, Procurement, Relo, Legal, etc. 2) Receive manager offboarding checklist from Red Carpet Team Members Receive an from TFS Offboarding and Onboarding (Red Carpet) with a link to an exit survey (voluntary) Ensure that contact information in Workday is up to date (this can be completed any time before Scheduled Release Date) 5/31/2016 8

9 Red Carpet Log into Red Carpet using FirstName.LastName as your User Name. If you have not previously accessed Red Carpet or do not remember your password, click Did you forget your password? link 5/31/2016 9

10 10 Days Prior to Release Date Managers Approve hours worked in MyTime, including time off requests and overtime (designate a delegate to approve time worked if unavailable during this time) Untimely approval may result in a delay of the final check or a delay in payment of additional hours worked Approve expense reports Ensure there are sufficient boxes available for team members to pack belongings on their last day Team Members Complete MyTime for last pay period with planned hours worked, planned time off, and approved overtime. (Note: If possible, avoid the use of accruals on last day worked. Ensure that hours recorded in MyTime reflect actual hours worked during the last pay period). Complete expense reports Begin forwarding any applicable documents to manager and move all work documents to a shared drive 5/31/

11 Release Date Managers Change team member's Audix password Ensure safekeeping of TFS data and physical property Note: Team members will receive an invitation from HR for an offboarding meeting. HR will collect their badge and/or any company equipment. Team members will also receive an from DocuSign with a link to the TFS Next Chapter Retention Release Agreement, which they may electronically sign on this date. Team members may be released prior to their end time on their last day worked/ release date but will be paid for a full day. Team Members Last day to return company lease vehicle to Vehicle Services Set up an automated outgoing message in Outlook and Audix (voice mail) and submit Audix password to manager Ensure that all remaining documents have been forwarded to your manager or saved to a shared drive Clean out desk and remove all personal items (request boxes from manager) Meet with HR and turn in the following at that time: Equipment (i.e. laptop,phone, ipad, iphone) Building/desk keys Badges P-card May electronically sign and date TFS Next Chapter Retention Release Agreement in DocuSign 5/31/

12 Post-Release Date Managers Forward team member s drop file/documentation, soft and hard copy, to your HR specialist (Susie McKenna Mailstop NF11) Remove team member from contact lists and/or department distribution lists Immediately remove team member from any system access that is not based on intranet access Team Members If desired, complete enrollment instructions for Consolidated Omnibus Budget Reconciliation Act (COBRA) 5/31/

13 Transition Center 13

14 Transition Center One-stop resource for managers and team members: Checklists FAQs Resources and information 5/31/

15 Supporting Documents FAQs Answers to frequently asked offboarding questions, including those pertaining to benefits, bonus and Vehicle Services Checklist A list of tasks team members must complete before their Scheduled Release Date epaycheck Instructions on how to remotely access epaycheck to view and print paychecks and change direct deposit selection Vehicle Services instructions Timeline and instructions for purchasing or returning your company lease vehicle Key Contacts contact information for key individuals and departments 5/31/

16 Outplacement Services Lee Hecht Harrison Team members may commence their outplacement engagement up to 90 days before and up to 12 months after their Scheduled Release Date Lee Hecht Harrison (LHH) will contact team members who do not commence their outplacement engagement prior to their Scheduled Release Date Once activated, outplacement benefits continue for the period described in the TFS Headquarters Next Chapter Retention Benefit Plan 5/31/

17 Information About Your Scheduled Release Date and Retention Plan Benefits Information in this letter from Kim Cerda includes: Scheduled Release Date Eligibility criteria for the TFS Retention Benefit Plan Explanation of the Plano Next Chapter Move Decisional Unit Statistical information about the decisional unit, including each team member s eligibility for retention benefits and/or a guaranteed job offer, their age, business unit, and job title (The provision of this information is required by law. Team members are not identified by name) How to get additional information about the decisional unit 5/31/

18 Release Agreement Team members may electronically sign their release agreement only on their Release Date no earlier or later. They will receive an from DocuSign to complete this process. The agreement must be electronically signed and dated by the named team member, and the signature must match the name on the agreement The agreement must be dated no earlier or later than the team member s Scheduled Release Date If requested, a copy of the agreement signed by TFS will be ed to the address the team member provides in DocuSign HR will track submitted agreements The TMCC date and signature lines on the release agreement should be left blank 5/31/

19 TFS Headquarters Next Chapter Retention Benefit Plan Information included in this document: What is required for a team member to be eligible for plan benefits What would cause a team member to be ineligible for plan benefits What is included in the plan benefits A separation agreement and release is required to receive certain plan benefits Other provisions that apply to the plan How to make claims under the plan and the claims review procedures Team member rights under the Employee Retirement Income Security Act (ERISA) 5/31/

20 Vehicle Benefits 20

21 If Purchasing and Financing a Vehicle Purchasing Contact Annie Simbre at HQ Vehicle Services at (310) or at Annie_Simbre@toyota.com 8 weeks prior to release date to process a purchase of your lease vehicle If team members want to purchase a new vehicle from a Lexus or Toyota Dealership before their departure, they can contact Ione Jones at TMS HQ Vehicle Services at (310) to obtain a Vehicle Special Purchase Certificate Follow instructions and timeline on Vehicle Services roadmap included in offboarding packet and on TFSNextChapter.org Financing Contact Corp Customer Service: (310) /31/

22 If Returning Vehicle Vehicles must be returned to Vehicle Services no later than last day of employment (Scheduled Release Date) Follow instructions and timeline on Vehicle Services infographic included in offboarding packet Vehicle must be clean inside and out and contain 3 gallons of gas All keys/remotes must be included. Team members are responsible for any damage and missing items. Needed vehicle service should be done prior to the return date If there are any chips or cracks in the windshield, team member should contact Elements (formerly known as PHH) at (800) to schedule repairs Note: Team members may turn in their vehicle any time after they have received their Scheduled Release Date and have submitted their decision to decline their guaranteed job. There is no early return fee/penalty. 5/31/

23 Questions? 23