Contents Introduction and Process Overview... 2 Step 1: Navigate to the Employee s Profile... 4 Step 2: Start Termination Process... 4 Step 2: Provide Details of the Resignation... 5 What Happens Next... 7 Step 5: Upload the Resignation Letter... 7 Checking the Status of the Termination... 7 1
Icon Key There are a few icons that you will see and use throughout the process. Screenshots and descriptions can be found below. The Prompt button (three dots and three lines) is available for many of the fields throughout all processes. Clicking the Prompt button will display the available options for the field as well as allow you to search using your keyboard. The Pencil icon will be shown on all sections of the process that you will have the ability to edit. Clicking the Pencil icon will take you into edit mode for that section. The Remove icon will be shown for all sections where you can remove completely the information shown there. Clicking the Remove icon will delete all information shown in that section. The Undo icon will be displayed any time you are in edit mode for a section. Clicking the Undo icon will exit edit mode without saving your changes. The Check Mark icon will be displayed any time you are in edit mode for a section. Clicking the Check Mark icon will save your changes and exit edit mode. 2
Introduction and Process Overview The purpose of terminating an employee is to end the employment relationship. When an employee resigns, the manager is responsible to initiate the termination process Processing an Employee s Resignation in Workday. The action is then sent for review and approval by various members of the organization. Managers may only initiate a termination action in Workday when an employee has voluntarily resigned. Involuntary terminations must be initiated by Human Resources. The picture below is a high-level overview of the Terminate Employee process. Manager Initiates Voluntary Termination Action Management, Finance, and HR Review and Approve HR Recruits for Replacement 3
Step 1: Navigate to the Employee s Profile Pull up the employee s profile whose resignation you need to process. This can be done in one of two ways: Option 1: Type the employee s name in the Workday search box and press the Enter key on your keyboard. Click on the employee s name to enter their profile. Option 2: Click on the My Team worklet from the Workday home page, then click the employee s name to enter their profile. Step 2: Start Termination Process Click the Related Actions button next to the employee s name, hover over Job Change and select Terminate Employee. 4
Step 2: Provide Details of the Resignation Click the Pencil icon for the Details section to edit the information shown there. Enter the last day that the employee worked or will work in the Termination Date field. Once you have done this, the Last Day of Work and the Pay Through Date will auto-fill to match the Termination Date. If you know the date that the employee handed in their resignation letter, enter it in the Resignation Date field. Click the Prompt button for the Primary Reason field then click Voluntary to view the list of available resignation reasons. Select the reason that best fits the employee s reason for resignation. 5
If you would like to add a second reason for resignation, select a reason in the Secondary Reason field. Leave the Notify By and Recommended Minimum Notification Date fields as they are. Click the Check Box to save the information you entered into the Details section. The Eligibility section will show whether or not the employee will be eligible for rehire. The Not Eligible for Rehire field defaults to No. If the employee should be able to be hired back at a later date, leave this field set to No. If the employee should not be hired back at a later date, change this field to Yes. The Position Details section will allow you to determine what to do with the position that the employee is exiting. If you do not plan to backfill the position and would like to close the position, change the Close Position field to Yes. If you would like to be able to hire a new employee into the position before the exiting employee has left, change the Is this position available for overlap? field to Yes. This would be beneficial in situations where the exiting employee needs to assist with training the new employee. 6
What Happens Next When you click Submit, the termination notice will be sent through the review process established for your affiliate. In general, the review process could include: Your manager Your manager s manager Finance Department President/Executive Director Human Resources o Human Resources will also provide the employee with information regarding benefits and final pay. Step 5: Upload the Resignation Letter After the termination notice is approved by Human Resources, you will receive a to-do notice in your Workday Inbox to provide a copy of the employee s resignation letter. Follow these instructions to upload the resignation letter: While viewing the item in your Workday Inbox, click Maintain Worker Documents. Enter the employee s name in the Worker search box and press the Enter key on your keyboard. Click OK to continue. Click Add then drag-and-drop or upload a scanned copy of the employee s resignation letter For Document Category, select Termination Enter a Comment (optional) Click OK You will be provided the opportunity to Edit or Delete the item, Add another, or click Done. When you click Done, you will again be provided the opportunity to Edit or Delete the item, Add another. No additional action is necessary. Checking the Status of the Termination You can check the status of the termination action at any time. To do so, go to your Workday Inbox and click the Archive tab. Select the termination action that you submitted earlier then click Process to review the process history to date. If the notice is awaiting anyone s action, you will see it displayed in the Status column. 7