Terminating an Employee

Once you terminate an employee on Talexio from the employee dashboard or position, the employee's Talexio login access is automatically revoked. Access is revoked on the day following their last working day.
If the last working day was in the past, the access is revoked immediately.
If you want information on how to invite users to Talexio, click here.

Terminating an Employee

There are several ways you can terminate an employee: 

• 1. Go to the employee's dashboard and click on the burger menu (the three-dot menu) and click Terminate employment.
     
     
      
  2. Input the termination date.
  3. Assign an offboarding checklist, if required.
  4. Assign a termination type and reason, if required.
  5. If the employee has any leave booked after the termination date, this will be shown in a list. Any leave that is booked after the termination date will be automatically cancelled. 
  6. Talexio will calculate the notice period for you. 
  7. Select Terminate.

  

• 1. Go to the employee's dashboard and select the Employment tab. 
  2. Click edit (the pencil icon) of the employee's latest position (in the case of an employee having had multiple positions during their time at the company). 
     
      
  3. Select Position ended and add the end date (the employee's last day of employment). Then click save.
     
      
  4. In the dialog that opens, choose Terminate employee.
     
      
  5. Assign an offboarding checklist, if required.
  6. Assign a termination type and reason, if required.
  7. If the employee has any leave booked after the termination date, this will be shown in a list. Any leave that is booked after the termination date will be automatically cancelled.
  8. Talexio will calculate the notice period for you.
  9. Select Terminate.

  

• Using the Bulk Upload - Employee list to terminate an employee does not revoke their access, cancel future booked leave or future planned shifts. It is recommended to terminate an employee's position using the Bulk Upload - Employee list so that the upload can be used again to upload a new position that follows the terminated position.
  For actual terminations, please follow the processes highlighted in From the Employment Position or From the Employee Dashboard sections above.

  1. From the People list, click on the 3-dot menu, and click on the Bulk Upload - Employee list and download the template.

     

  2. In the Excel template that is downloaded, you will need to add only the following column details:

     • EMPLOYEE_CODE - The employee code of the employee.
     • START_DATE - The Start Date of the employee's position that will be terminated.
     • END_DATE - The last date of employment for the employee.

  3. Save the file and upload it to the same location where it was downloaded in Step 1.

     

  4. Upon uploading the template, you will be asked if you intend to overwrite the data on Talexio. This will need to be ticked as you will be overwriting an active position to now be a terminated position.

     

     Once ticked, click Yes to proceed with the upload, where you will receive the following successful message.

     

The termination types available in Talexio are:
Abandonment, Boarded Out - Ill Health, Deceased, Definite contract not renewed, Early Retirement, End of Apprenticeship period, End of Contract, Involuntary or dismissed, Other, Redundancy, Remote Consultant End, Resignation, Retirement, Revocation of Work Permit, Terminated During Probation, Voluntary Retirement Scheme

What happens to an Employee's access after termination?

Once an employee is terminated on Talexio, that person's future scheduled shifts (after the termination date) will be removed. All future leave will also be deleted, and the employee will be removed from any clocking devices.

An employee will lose access to Talexio at midnight (00:00) of the day after their last working day. For example, if an employee's end date is on the 31st of October, that employee will lose access on the 1st of November at midnight. The same applies if you are adding the termination date on Talexio in advance. For example, in the beginning of October, you decide to update the employee's end date to 31st October. The employee's access will not be revoked until the 31st has passed.

An employee will not receive any notification that their profile has been terminated. However, should the employee have access to Talexio (before the termination), then the employee may notice the 'end date' in their position. 

Once the termination date is added to Talexio, the system will automatically update the employee's leave balances based on the end date.

Viewing an Employee’s Termination Reason

After termination, an employee’s profile remains accessible to view any required information or documents. You can also see the employee’s termination type and reason, helping maintain accurate records and providing useful context for HR and management.

To view the employee’s termination reason:

1. Go to the People section and search for the employee’s name. If you are using the search bar within the People section don’t forget to include the “Terminated” as a filter.
2. Click on the Employment tab.
3. Click on edit on the employee’s last position.
4. You will now be able to view the termination type and reason.

Terminated Employees in Payroll

When an employee has been successfully terminated, Talexio will work out everything automatically, so there is no need for you to work out any pro rata calculations manually. When you have created your payroll and you need to add terminated employees, you can identify these easily from the Add Employees dialog, as the termination and termination dates are shown.

Terminated employees can be added into the Payroll up to 6 months after termination so that any outstanding funds to be given to the employee can be included in payslips after termination.

When terminated employees are added to payroll:

• The payslip dates will reflect the employee's end date.
• The NI contributions will also reflect the end date.
• The government bonuses will be paid pro rata up until the end date. You can click on the tooltip next to the Government Bonus and Government Weekly Allowance to understand how these were calculated.
• The Vacation Leave of the employee is calculated pro rata up until the termination date and added as a leave pay-off. Following this, the employee's remaining vacation leave balance will show as 0 hours. 
  You may add payoffs for any other type of leave. This can be done by clicking on the +Add Leave Payoff button and selecting the leave type. Whatever leave type you choose, the hours will be calculated automatically as the remaining hours that the employee has left pro rata. To add other leave types, the setting 'show balance in payslip' must be switched on in the Leave Types tab in the Leave section. 

Employees who do not work the full notice period

You might encounter where an employee does not work the full notice period, or fails to turn up after giving notice. In this case, the employee is obliged to pay their employer a sum equal to half the wages that would be payable during the unexpired period of notice. 

In this case, we recommend that such payment by the employee is settled outside of Payroll. Should you wish to settle this through payroll (please note that we do not recommend this approach), you may add a negative adjustment in the payslip of the employee. For example:


 

If the employee is prevented from working the full notice period by the employer, the employer is obliged to pay the employee the full sum of wages that would be payable during the unexpired period of notice.

Official Source: Termination of Employment - DIER

Deleting Employees

We do not recommend deleting employees on Talexio, as employee profiles may have payslips, leave bookings, documents, etc. attached to them. Deleting an employee can, in turn, have payroll implications. As such, Talexio will not let you delete an employee who has any payslips on Talexio:

However, there may exist cases where you need to delete a user (for example, in cases where an employee is added before joining the company, only for the employee to never start working with the company). In such cases, you may delete the user from Talexio by going to the People section and clicking on the delete icon near the employee's name:

This action is irreversible. 

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