When an employee leaves

HRMS → People → Employees: Terminate for a leaving that has happened, Plan separation for one still to come — a retirement, a resignation serving notice, the end of a contract — and Change status for leave and suspension.

People leave on a date, and the date is often months away: a retirement at the end of the year, a resignation serving three months’ notice, a fixed-term contract that ends in June. HRMS → People → Employees records each of these on the day it becomes known and applies it on the day it happens.

Terminate: a leaving that has happened

1. On the employee’s row, choose Terminate.
2. Effective date: today or earlier. A later date is refused, and the message points you to Plan separation.
3. Type of leaving: resignation, retirement, dismissal, redundancy, end of contract, mutual, death or transfer.
4. Reason, which is required, and save.

It applies at once: the employee’s access to the platform is closed, and their open field work orders are unassigned so somebody else can take them.

Plan separation: a leaving still to come

1. On the employee’s row, choose Plan separation.
2. Type of leaving: retirement, resignation, end of contract, redundancy, mutual, transfer or dismissal.
3. Leaving date: a date after today.
4. Reason, and save.

• Until the date, the employee stays exactly as they are — active, paid, signed in, approving what is theirs to approve.
• The list’s Scheduled change column says what is coming: "Retires on 2026-12-31", or "Leaves on 2027-01-15 (resignation)".
• On the date it is applied by itself — the platform checks every hour, and the HR-EFFECTIVE-CHANGES batch job applies it too — with the same offboarding as Terminate.
• Afterwards the Status reads "retired" for a retirement, and "terminated" for every other type of leaving.

Plans change. Until the date, Cancel scheduled change on the employee’s row takes the plan away, with a reason if you give one, and the employee stays as they are. While a change is scheduled, Terminate, Plan separation and Change status are not offered: cancel the scheduled change first.

Change status: leave and suspension

Change status moves an employee between active, on leave and suspended. An effective date of today or earlier applies now; a later date is scheduled, shows in Scheduled change and is applied on that day, and can be cancelled until then. It never records a leaving — that is Terminate or Plan separation.

After a leaving, no new work relationship can start after the leaving date. Somebody who comes back is rehired as a new employee record for the same person. The employee’s Edit drawer does not change Status or Scheduled change — it says so — because those change only through the actions above.