Leaver
Who: All People Managers are responsible for actioning leavers within the People Portal. People Managers should ensure that all annual leave has been accurately recorded, discuss the returning of any company assets and potential monies the employee may owe to the organisation at the point of leaving.
What: A leaver is any employee who exits the organisation and requires their employment record to be ended.
Why: There are multiple reasons why notification of a leaver is important:
- Pay and benefits must be ended to prevent any overpayment.
- HM Revenue and Customs must be updated.
- System access must be ended to prevent a breach of General Data Protection Regulations (GDPR) and IT hardware returned.
- 3rd parties must be updated to ensure the return of any company car or fuel card.
- Existing overpayments must be deducted from an employee's final pay or an arrangement made to continue recovery.
- Outstanding balances for Amey Choices such as purchased leave or cycle to work scheme must be recovered from the employee's final pay.
- Any amounts due to a Learning Agreement must be recovered from the employee's final pay.
- Any amounts due to Home Charging must be recovered from the employee's final pay.
- Annual leave entitlement must be reviewed to ensure any overtaken leave is deducted from the employee's final pay or a payment made for days not taken.
When: An employee should be terminated at the point a People Manager is aware an employee is exiting so all actions can be completed. To ensure in month processing, leaver notifications must be received by the People Services deadline of the 12th of the month. If a late notification is being made, a People Manger should also call People Services on 0800 521 660, this will enable the employee to be placed on nil pay from their exit date and prevent any overpayment.
How: People Managers should terminate an employee via the People Portal and also upload a copy of the employee's resignation letter to the action.
- A user guide for leavers can be accessed via the links on this page.
If you have any IT Hardware to return please also log an IT Request in MyGateway.