Employee Termination e-Form

Employee TerminationInitial Request e-Form

The e-Form seen by the user who initiated the employee termination. The e-Forms are slightly different depending on where the user initiated the termination.

Employee Termination Approval e-Form

The e-Form the approver sees after clicking the URL link in the email or the activity on the Activities panel of the PowerSchool ERP home page. This form will include termination information, including an additional section if your organization is using user-defined page 30311.

Employee Termination Read-Only e-Form

The e-Form seen by the user who initiated the employee termination as well users who receive the notification that the employee has been terminated. If the users who initiated the e-Form access the Read-Only e-Form prior to the termination's approval, they will have the ability to cancel the request by using the Cancel Request button at the bottom of the e-Form.

Search Employees

Used when initiating the employee termination request e-Form from the e-Forms & Tools menu. The requester must use this employee search page to find the employee to be terminated. Once selected, the information for the employee defaults in the Employee Information section of the e-Form.

Submit

Used for the initial employee termination request to submit the request for approval and for the approver of the employee termination request to compete the approval or denial action of the employee termination.

Cancel Request

Used by the user who initiated the employee termination to cancel the request. This can only be done through the e-Forms prior to the final approval on the employee termination.

Employee Number

Employee's identification number.

First Name

Employee's first name.

Middle Name

Employee's middle name.

Last Name

Employee's last name.

Suffix

Employee's suffix, such as JR or SR.

Class

Employee's job class from their primary pay rate.

Base Location

Employee's primary work location.

Department

Employee's assigned department.

Employee Type

Code identifying employee's general employment category.

Termination Code

User-defined code identifying the reason for the employee's termination. These codes are stored in the Termination Code table. When an employee is terminated, the code entered here will display in the Reason field of the Termination Information section in Employee Information.

Status

Code identifying the status of the employee, as defined in the Status Code table. When an employee is terminated, the code entered here will display in the Status field of the General section in Employee Information.

Last Date to Pay

Date of the employee's termination, the last day an employee should be paid through. The date entered here replaces the calendar End Date in the employee's pay rates. When an employee is terminated, the date entered here will display in the Last Date to Pay field of the Termination Information section in Employee Information.

Last Day Worked

Last date the employee actually worked. This date, which is for information purposes only, may differ from Last Date to Pay.
For example: A teacher works until June 6, but is paid through August 22. In this case, the Last Day Worked is June 6, but the Last Date to Pay is August 22. When an employee is terminated, the date entered here will display in the Last Day Worked field of the Termination Information section in Employee Information.

Notes

Free text field to enter additional information regarding the termination. These notes will display on the e-Form and in the Review e-Form History page in Employee Information.

Date

The date that the Approved or Denied action was taken by an approver or delegate. This date is system-generated when the approver or delegate selects Approved or Denied in the Action/Comments column and then clicks Submit.

Action/Comments

The action performed by the approver or delegate and additional comments about that action. The choices for the action include:

Open - No action has been taken on the termination at this time by the approver or delegate.
Approved -The employee termination has been approved by the approver or delegate for this approval level. When selected and the approver or delegate clicks Submit, the workflow will do one of the following based on the status of the e-Form:

• If there are additional approvals that need to be performed, the workflow will notify the approver or delegate on the next approval level.

• If there are no additional approvals that need to be performed, the workflow will complete the employee termination process, send the Approved workflow notification to the requester that the employee has been terminated, and if applicable, send the Notification type workflow notification to the users defined in the approval group setup for workflow task 108-Receive Employee Term Notify.

Denied - The employee termination has been denied by the approver or delegate for this approval level. When selected and the approver or delegate clicks Submit, the workflow will send the Denied workflow notification to the requester and then end.

Level

The approval group level. Display only.

Approver

Name of the user who is defined on the approval group for this level. Display only.

Approved By

Specifies who approved or denied the employee termination for the approval group level. The value in this field is system-generated when the approver or delegate clicks Submit. The value will be either Approver or Delegate. Display only.

Delegate

The name of the user defined as the delegate for this workflow task during the approver's absence. Display only.

Approval Group Name

The approval group name defined in the approval group. Display only.

Name

The name of the user who will receive the Notification type workflow notification based on the approval group setup for workflow task 108-Receive Employee Term Notify when the final level of approval is complete and the employee is terminated. If a user defined on this group has delegated the workflow task, the delegate's name will display here with (Delegate) after the name.

Task

The approval group task, 108 - Receive Employee Term Notify.

Email Address

The email address associated with the user in the Name field who will receive the Notification type workflow notification based on the approval group setup for workflow task 108-Receive Employee Term Notify when the final level of approval is complete and the employee is terminated.