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Step 1: Change user's password (so he or she can no longer sign in).

Step 2: Remove email from Person Profile to prevent email reminders.

Step 3: If the termination date is within a partial period and you are accruing PTO/Leave:

    • Enter the end date of the accrual in their Person > List > Accruals (to prevent the continued accrual of hours).
    • Leave person checked as ACTIVE until the accrual post for the timesheet period has been posted (manually or automatic) - see Step 10 below.
    • Assess PTO owed, if any.

Step 4: If the user is Salaried and Dilution is On, follow your dilution practice for the final timesheet (see possible solutions: KC - FAQ - Dilution and Partial Periods - Handling New and Terminating Salaried Employees).

Step 5: Approve/Complete any outstanding time or expenses for the terminated user.

Step 6: Move the user to an INACTIVE approval group.

Step 7: If the user has a Manager role and is also an Approver in an Approval Group, submitters in that Approval Group should be either moved to a new approval group Approval Group or a new Manager can be added and the user that is being inactivated can be removed. If you are moving the submitters, the entire Approval Group needs to be deleted. You can run the the Approval Group Details report (Reports > Reference > People > Approval Group Details report to ) to verify results.

Step 8: Extract the user's last timesheet/remaining expense reports (this step can be completed any time after Step 5 to align with your regular payroll processes).

Step 9: If the user has Project Administrator roles, update the projects (bulk updates can be made with the Project Administrators import; run the Reports > Reference > Project Administrators report to verify results).

Step 10: Uncheck the "ACTIVE" box on the Person Profile.

Step 11: Update remaining Person Profile tab items (remove vehicle number; add termination date in a person User-Defined Field if capturing this for reporting purposes).

Step 12: Update Person Profile left menu items (remove alternates, credit card number).

Step 13: Remove/Replace relevant future project plans/assignments.


Feel free to use this template checklist and modify as needed.

Terminating User Checklist

People Dashboard

Tab

Field

Action/Description


Profile

Step 10

Active

Uncheck the ACTIVE box


Step 2

Email Address

Remove email addresses


Time

Step 6

Approval Group

Move user to “INACTIVE” approval group


Expense

Step 6

Approval Group

Move user to “INACTIVE” approval group


Step 11

Vehicle Number (Company Car)

Remove number


Password

Step 1

Default Password

Change Password


Other (if User-Defined Fields)

Step 11

Termination Date (if used)

Enter Termination Date


Person Profile

Person Profile left navigation

Field

Action/Description


Menu

Step 12

Alternates

Remove Alternates


Step 12

Credit Cards

Remove Data


Step 3

Accruals

Enter End Date in all Accrual Plans


Step 4

Dilution

Follow your Dilution process for salaried employees:

FAQ - Dilution and Partial Periods - Handling New and Terminating Salaried Employees


Project Profile

Project Profile left navigation

Project

Action/Description


Administrators

Step 9

If Project Manager

Update the Project Manager record


Step 9

If Project Lead/Approver

Update the Project Lead and Project Approver records


Step 9

If Resource Planner/Assigner

Update the Resource Planner and Resource Assigner records


People Assignments/Plans

Step 13

Leave Projects

Remove/Replace future assignments/plans from applicable leave/fringe projects such as Holiday, PTO, Sick, Vacation, LWOP, etc.


Step 13

Internal Projects

Remove/Replace future assignments/plans from applicable internal projects such as B&P, G&A, OH, Training, etc.


Step 13

Direct Projects

Remove/Replace future assignments/plans from applicable direct projects


Person Timesheets

Timesheet

Action/Description



Step 4

Follow your Dilution process for salaried employees:

FAQ - Dilution and Partial Periods - Handling New and Terminating Salaried Employees


Step 5

Approve any outstanding Timesheets


Step 8Extract any outstanding Timesheets

Send to downstream (Payroll/GL) systems if needed


Person Expense Reports

Expense Reports

Action/Description



Step 5

Approve any outstanding Expense Reports

Send to downstream (Payroll/GL) systems if needed


Step 8Extract any outstanding Expense Reports

Send to downstream (Payroll/GL) systems if needed



Additional Information

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