Leaving 

Use

If the employee leaves your company, certain infotypes must not be changed as they contain data that is used to create histories. However, you have to set the validity end date of other infotype records to the date on which the employee leaves. Furthermore, you must ensure that the final payroll has run successfully, and that retroactive accounting runs have also been performed, if necessary.

When an employee leaves your company, you handle the procedure using the Leaving personnel action. It only displays the infotype records you need to edit when an employee leaves the company.

Note that an employee’s personnel number must never be deleted when he or she leaves your company since important work relationship information would be lost.

A distinction must be made between employees who have left the enterprise, and:

·        Employees who have retired

·        Employees who are absent for a long period of time, for example, for parental leave/maternity protection or military or non-military service.

You enter these types of absence using the Absences (2001) infotype . For more information, see Inactive Work Relationship.

Features

Record Leaving

When an employee leaves the company, you create a record in the  Actions infotype (0000) when you perform the Leaving personnel action. You enter, among other things, the leaving date and the reason for leaving (for example, employee hands in notice, employer terminates working relationship) in this infotype record. The reason for leaving can be used for statistics and reporting.

Change Employment Status

The system automatically changes the employee’s employment status when you perform the Leaving personnel action. After the employee has left the enterprise, he or she has employment status 0 (left). Payroll recognizes this status and as a result, the employee is not included in the next payroll run. If an employee has employment status 0, he or she is also ignored by a large number of evaluations.

Delimit Data Records

·        The validity of some infotype data records is not ended (delimited) automatically by the system on the date the employee leaves the company. These infotypes include Recurrent Payments/Deductions (0014), Additional Payments (0015) and Time Recording Info (0050). After the employee has left, these infotypes can still to be relevant, for example, for access control or continuing payments made to him or her. For the infotypes that can still be relevant after an employee has left your company, you are able to manually enter the desired end of validity when performing the Leaving personnel action.

·        All other data, such as organizational data, personal data, addresses, and basic payroll data in particular, must remain in the system. The corresponding data records must not be delimited. This data is required if the employee receives a back payment (overtime, leave compensation, and so on) after his or her last payroll run, or if you need to write to the employee. In addition to this, this data is also required for evaluation purposes.

In particular, the Basic Pay infotype (0008) must not be delimited. Basic payroll data must remain in the system. This is the only way of ensuring the accuracy of any retroactive accounting runs that need to be performed.

Pay Employees Who Have Left Your Company

Payroll recognizes that an employee has left from the employment status 0. Employees with employment status 0 are not selected in the payroll status. If you want to remunerate the employee once he or she has left the company, you can do this using the infotypes Recurring Payments and Deductions (0014) or Additional Payments  (0015). Note, in this case you have to store the date to which the employee has to be paid, even after leaving the company, in the Run payroll up to field in the Payroll Status infotype (see Changing the Payroll Status).

Notify the Relevant Administrator About an Employee Leaving the Company

An employee often has objects on loan, a company ID, or a system user that must be returned after they leave. In such instances, it is a good idea to inform the appropriate administrator that the employee is leaving the company.

Integration

Integration with Training and Event Management

If you use Personnel Administration together with Training and Event Management, note the following special features:

If an employee leaves, the relationships that start after the leaving date are deleted. Relationships that are valid on the leaving date are either delimited (this applies for prebookings) or remain. The system checks whether billing or allocation documents have already been created for attendances and reservations for the employee. If this is the case, you must decide how to process these relationships. The relationships then remain and are printed in the log with identifiers. No cancelation record is created for deleted attendances, however, the move-up procedure for participants on the corresponding waiting lists is performed according to Customizing for Training and Event Management. For deleted resource reservations, the corresponding resource type for the business event type in question is flagged as open (in other words, not reserved).

Integration with Organizational Management

If the Personnel Administration component is integrated with the Organizational Management component, the employee has have been assigned to a position. If the employee leaves the company, he/she will no longer occupy this position. The employee is assigned a default position when he or she leave the company.

When you perform the personnel action, a dialog box appears where you can specifiy that the position occupied by the employee up to his or her leaving is now vacant. You can also use a workflow for this.

If the employee’s employment status changes to 1 (inactive), he or she retain the old position assignment.

Integration with Personnel Development

If you use Personnel Administration together with the Personnel Development component, the employee data (qualifications, profile, and so on) for Personnel Development remains unchanged when the employee leaves.

Notes for System Administrators

·        Enhancement of SAP Standard

If you want to carry out additional processing when the employee leaves, you can use a Business Add-In (BAdl) as an SAP enhancement. You can create this SAP enhancement in Customizing for Personnel Management under Global Settings in Personnel Management ® Special Personnel Actions ® BAdI: Personnel Actions for Country Reassignments and Leavings.

If an error occurs during this data transfer, you can resume transfer using the Processing Errors After Country Reassignment report(RHHANDLERELATIONS). To do this, set the Person-related actions indicator in the Leaving date group box of the report seletion screen. For more information, see the report documentation.

·        Notify the relevant administrator about an employee leaving the company

You can therefore set up an automatic email connection using a dynamic action in Customizing for Personnel Administration. The system uses this to automatically send an email via SAPoffice to the relevant administrator as soon as the corresponding infotype record has been processed.