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Question

How do I terminate or inactivate a user?

Solution

This is the recommended order of steps to terminate a user in Unanet, taking into account the use of accruals, dilution, and the user's roles.  


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, move the people who report to them (time/expense) to relevant approval group(s); remove the user as a secondary approver from other approval groups, if needed; delete the user’s approval groups (bulk updates can be made with Approval Group import; run the Reports > Reference > Approval Group Details report 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

Help Docs - Person Accruals - Terminated Employees