How does Pacific Timesheet help me handle returning employees?
When terminating an employee, Pacific Timesheet requires that you never delete the employee profile or any data associated with the employee. In other words, we want the system to maintain historical time, expense and other data for that employee for record safekeeping. This protects your organization from future employee labor lawsuits as you will have the historical records you need to mount a legal defense, e.g. employee timesheets, expense sheets, approval records, etc. Accordingly, you will always change an employee's status from "Active" to "Inactive." You will not be able to delete the employee.
What happens when you inactivate an employee:
- Your System "Licenses Used" is Reduced / Number of Available Licenses is Increased
When you inactivate an employee user account, the number of available user licenses goes up by 1 license. This allows you to replace the terminated employee with a new user.
- The Employee User Logins No Longer Works
The employee user login will stop working, essentially locking them out of the system.
- System Stops Creating New Timesheets for Employee
Pacific Timesheet automatically creates new timesheets each pay period for active employees. When you inactivate an employee, this process stops.
- Future Scheduled Leave and Scheduled Leave Events are Deleted
When you inactive an employee, the system has warning statement that says inactivating this user will clear their pending future leave requests and future scheduled leave from the Leave Requests tab. We want this because these would be orphan requests and scheduled events for which there would be no created timesheet, understanding that future timesheets after inactivation will not be created (something we also want).
- Past Timesheets Are Retained
The employee user timesheets are retained by the system for record safekeeping.
- Past Scheduled Leave Events and Leave Hours are Retained
The employee user scheduled leave events and leave hours in their timesheets are retained by the system for reporting and record safekeeping.
- Employee Balance History in the Employee Balances Table is retained in full
Once you inactive an employee, all this happens automatically and there is nothing special for the system administrator to do to accomplish this.
What happens when you re-activate an employee?
When you re-activate an employee there are a few considerations about their Opening Balance:
- Same Balance as the day they left?
Will you allow them to use their old employee balances (left in the system when they inactivated)? Meaning, if when they left January 1, 2017, and their Vacation balance was 40.0 hours, will allow them to use that value as their opening balance. If so, then there is nothing to do in the system as they will see the final balance for Vacation of 40.0 on their home page when they log in again.
- Reset to Zero
Will you treat them as a new employee and perhaps reset their balance to zero and allow the assigned accrual rules to handle accruals going forward? You would do this manually go going to Employees>Employee Profile>Current Balances and set the affected balance to 0.00.
- Reset to A Negotiated Amount
You might have a policy, perhaps, that allows them to retain 50% of their balance on their previous last day. You would do this manually go going to Employees>Employee Profile>Current Balances and set the affected balance to 50% that amount of hours.