Mass Terminate Employee
Mass e-Docs are intended for Initiators to perform the same transaction for several employee records on one document rather than using a separate document for each individual employee record. The two Mass eDocs available for transactions with Temporary Employees are Mass Maintain Pay Rate and Mass Terminate. Our focus here will be to present instructions on how to complete a Mass Terminate eDoc.
In cases where multiple employee records need to be terminated, the initiator should use the Mass Terminate Employee eDoc. The great convenience of this eDoc is this ability to terminate multiple records with one document.
Once you are in the HRMS Portal, click on Mass Terminate Employee. Enter search criteria based on the following instructions as below.
Within Mass Action Search Criteria, there are two options. You must choose one or the other option.
Whichever search option you use, the results will appear as below:
NOTE: No more than 300 records will be returned on a search. Our eDoc search of records in the PeopleSoft database is limited to 300 records. Additionally, as you prepare the eDoc you will need to limit the number of records to a maximum 30. Consequently, the eDoc offers some optional search criteria which will help you further refine your results.
Optional Search Criteria
- Work Area - You will need to know the Work Area in order to utilize this search option. Your department may have multiple work areas, so this option may be of great help in limiting the number of records returned.
- Voucher Code - You will need to know the Voucher Code in order to utilize this search option. The payroll processer in your department should be a good resource for obtaining the appropriate voucher codes. Depending on how your department structures their payroll vouchers, this option may too be of great help in limiting the number of records returned.
- University Id – If you have an employee with multiple active jobs in your department, you can enter their University Id and the search will return all of their active jobs. Please note you can only terminate one employee with multiple jobs in your department on a Mass Terminate eDoc. If you have another individual with multiple jobs in your department that you plan to terminate, you will have to initiate another Mass Terminate eDoc.
After the search results are displayed, there are two options for selecting the records. If you will be terminating the majority of records returned it is convenient to click Select All in the Include? Column and then deselect those records you do not wish to include in the termination. Below is an example of what you will see when all of the returned records were selected.
If the Select All feature isn’t convenient for you, you may individually select each record you wish to include in the Mass Terminate eDoc (being mindful of the 30 record maximum). Below is an example with only individual employee records selected.
Note: If an employee’s record is “Locked by eDoc” as above, that record will automatically be exculded from your search results.
By clicking on you will be able to remove the remainder of records that are deselected.
Now that you have identified the records you want to include in your eDoc, you are ready to select an Action Reason. The reasons shown in the drop down box are those available for this type of employee. You will select the Action Reason and then click Apply Action Reason.
NOTE: Different Action Reasons will appear in the drop down box based on the Salary Plan chosen. In this case, we selected, End of Casual Employment. Once you have selected the Action Reason from the drop down box, you will select Apply Action Reason.
Notes and Attachments
You can open Notes and Attachments by clicking on in that section. Enter your note in the Note Text field and click . Helpful hint: when working in your eDoc, it is best to expand it fully, otherwise the add button on the Notes Attachment section may not appear on your screen, and if you forget to click on add, you will lose any Notes and/or Attachment(s).
See how a note appears below. Once it has been added, it will show your name as the author and list a Date/Time Stamp.
During document preparation you may want to save or close the eDoc to finish it later or for whatever reason you may have a need to cancel it. Otherwise, once you have reviewed your document and you are ready to route it, you will be presented with the possible actions listed below.
Take this action when you have completed and reviewed your eDoc and you are ready to submit for routing.
This action saves the eDoc back to your Action List if you need to complete and route it at a later time.
This action closes the eDoc and appears once you save, cancel or submit for routing.
This action cancels the eDoc for you. Please use the cancel button rather than the “X” in the upper right corner of your browser screen. Closing an eDoc using the “X” in your browser, will leave the eDoc in INITIATED status, causing any further actions on the employee’s record to be blocked without help from the HRMS Support Center.
Now that you have reviewed and are ready to route your eDoc, click and the eDoc should say, “Document was successfully submitted.”. Now select at the bottom of the document. Note that the status has changed to “ENROUTE”.
Please remember while our example only included 9 employee records, the Mass Terminate eDoc allows you to include up to 30.
Your completed eDoc should appear as below.