Workday Guide for Staff – Exit Process_V1.9_GLOBAL
Hyperion Staff Exit Guide and Process
This guide is for managers and staff in the business to explain the processes which need to be followed in
Workday where a member of staff exits the business, either on a voluntary or involuntary basis. This could
be due to resignation, retirement, end of a fixed term contract, redundancy, death or failure to show for a new
job.
For payroll reasons, it is important that potential leavers are flagged to your local HR contact as soon as
possible and they can advise and support you on any policy matters e.g. if it is appropriate to place a
member of staff on Garden Leave.
This guide covers both Voluntary and Non-Voluntary Exit processes.
If Voluntary, please continue on page 1. See Voluntary leave reasons below:
 The resignation of the employee
 The decision of the employee to retire (processed as a resignation)
 An employee on a fixed term contract choosing to finish at end of the contract or wishing to exit early
 A new starter not showing for a new role
If Non-Voluntary, please go to page 5. See Non-Voluntary leave reasons below:
 Redundancy
 Death of the employee
 Dismissal
Overall Exit Process – Voluntary
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Workday Guide for Staff – Exit Process_V1.9_GLOBAL
Responsibilities
Managers

Flag leavers to HR representative as soon as possible so that these can be captured in payroll, bearing
in mind payroll cut offs which are published on the intranet. (Overpayments in salary will be charged to
the business unit).

Enter leaving details into Workday (unless there are other agreed processes in the business unit).

Ensure that any agreed actions are consistent with Company policies. They will liaise with their local HR
Representative for guidance and advice, where required.

Ensure that any agreed actions are appropriately authorised. In certain circumstances (particularly where
there are exit costs), authorisation may need to be obtained from Senior Managers / RemCo.

Are responsible for agreeing any leaving arrangements with the employee and ensuring these are
appropriately communicated to both the employee and HR.

Are responsible for recovering equipment and passes from employees on or before their last date of
employment.

Agree work and handover plans with employee

Liaise with Service Desk if email needs to be redirected once the employee has left or to set up Out of
Office messages.

Where the change is a resignation, end of fixed term contract, dismissal, or a ‘no show’, managers can
initiate the termination request directly into Workday (using this guide for the update Workday
instructions) if you wish to. Alternatively, liaise with your local HR representative to initiate the request in
Workday.

When an employee is terminated on Workday, and they have outstanding tasks/processes in Workday,
these may need to be reassigned to another employee. A Workday inbox task will be sent to the
manager and the HR Representative to manage these outstanding tasks and processes.
HR Business Partners

Are responsible for advising on company policy and legal matters in relation to the termination of
employment for their business units

Will assist line managers in preparing appropriate documentation to support the leaving process,
particularly where this is bespoke to individuals e.g. Garden Leave arrangements

May negotiate exit terms with individuals (in corroboration with line manager), and subject to appropriate
authorisations.

Will ensure that any statutory notifications in relation to the termination of staff are actioned.

For resignation, end of fixed term contract, dismissal, or a ‘no show’, HR Repesentative can initiate the
termination directly into Workday on behalf of managers (using this guide for the Workday update
instructions) if this is the approach for your business area.

When an employee is terminated on Workday, and they have outstanding tasks/processes in Workday,
these may need to be reassigned to another employee. A Workday inbox task will be sent to the
manager and the HR Representative to manage these outstanding tasks and processes.
HR Employee Services
Once HRES receives notification of leaving dates they will ensure:
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
That holiday entitlements are calculated to the date of leaving and adjustments to final payments are
made.

That termination payments are appropriately processed through payroll.

That any debts/loans (e.g. season ticket loans/exam fees/bonus clawbacks) are flagged to the
Manager/HR as soon as possible, so that arrangement for the recovery of these amounts can be
made

They process the action on Workday which will then send automated notifications to all internal
departments of the leaver’s name and date of leaving e.g. facilities, IT, Legal etc.

The member of staff receives a leaver’s letter confirming final payment arrangements including the
issuing of the leaving documentation.
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Voluntary - Notification from Member of Staff
A member of staff may voluntarily notify their manager of a decision by an employee to leave due to:




The resignation of the employee
The decision of the employee to retire (processed as a resignation)
An employee on a fixed term contract choosing to finish at end of contract or wishing to exit early
A new starter not showing for a new role
Inform HR and Manage Request
In all cases, speak to your local HR contact who will advise on the best way to manage the exit and negotiate
a retention package with the member of staff where necessary.
If the member of staff agrees to stay, no further action is necessary unless the negotiation involves a change
to their role (refer to change in employment terms guide).
Additional steps for ‘End of Fixed Term Contract’ process:
If you are a manager with a member of staff of your team you will receive a Workday notification prompt
when the FTC expiration is within one month. Then, following conversations with your employee and your
HR representative, you will need to take the required action on Workday. The Workday action may be
completed by your HR representative if not initiated by yourself – please discuss with your HR representative
as to who will perform this action.
Update Workday
Note: this step will be undertaken by the Manager or the HR representative – please contact your local HR
contact to discuss the process for your business area.
If the member of staff is to leave, then the Workday system must be updated as follows:
How to Teminate an Employee in Workday
1. Login to Workday. Search for the employee by
typing their name in the search bar at the top
left.
2. Click on the
symbol next to the employee’s
name. Click on the option ‘Job Change’ and
then ‘Terminate Employee’.
Important: If you do not have authority to
terminate the employee, this option will not
appear.
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3. Complete the Details screen as applicable.
Include the Primary Reason for the voluntary
termination. For example, this could be
‘Resignation’, etc. – please use the options
available under the ‘Voluntary’ list within the
Primary Reason dropdown list.
Important: Ignore the ‘Secondary Reason’,
‘Local Termination Reason’ and ‘Regrettable’.
Tick ‘Not Eligible for Rehire’ and ‘Close
Position’ if there is no intention to refill the
position. It is assumed that we will always tick
the ‘Close Position’.
Note: Termination Date is the last date of pay.
And Last day of Work is the last day the
employee is in the office.
You can use these dates to indicate if an
employee is to go on Garden Leave – i.e. if last
day in the office is before the formal
termination date.
4. If you need to provide supporting
documentation for the termination, then scroll
to the ‘Attachments’ section at the bottom. You
can then drag and drop files into this section, or
click the ‘Select files’ button to choose a file to
attach.
Once attached you should provide a
description of the document and select the
relevant Category. In most instances for this
process it should be recorded under
‘Termination’ category. However, if no
categories are relevant to your documentation
type, then choose ‘Other Documents’.
Important: If you are processing a resignation
please ensure you attach the resignation letter
under the ‘Termination’ category.
5. Click ‘Submit’ once complete. The details will
now be sent to HR to complete the process.
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Non-Voluntary – HR Informed of Potential Leaver
A member of staff may be required to exit the business due to:



Redundancy
Death of the employee
Dismissal
In all these cases, your local HR contact must be informed immediately if they are not already involved.
Overall Exit Process – Non-Voluntary
Processing the Termination for Redundancy or Death
Follow these steps if the reason for termination is:


Redundancy
Death of the employee
In these cases the manager is not required to initiate the termination in Workday. Instead, please contact
your HR representative who will advise you on the correct processes to be followed and they will work with
central HR to ensure that Workday is updated correctly.
Processing the Termination for Dismissal
Follow these steps if the reason for termination is:

Dismissal
Always speak to your local HR contact who will advise on the best way to manage the exit and negotiate any
packages required with the member of staff where necessary. In the case of dismissal the manager or the
HR representative can initiate the termination themselves in Workday – your HR representative will advise
on the process for your business area, and how to update Workday if appropriate.
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Update Workday
Note: this step will be undertaken by the Manager or the HR representative – please contact your local HR
contact to discuss the process for your business area.
If the member of staff is to leave, then the Workday system must be updated as follows:
How to Teminate an Employee in Workday
4. Login to Workday. Search for the employee by
typing their name in the search bar at the top
left.
5. Click on the
symbol next to the employee’s
name. Click on the option ‘Job Change’ and
then ‘Terminate Employee’.
Important: If you do not have authority to
terminate the employee, this option will not
appear.
6. Complete the Details screen as applicable.
Include the Primary Reason for the nonvoluntary termination for Dismissal. For
example, this could be ‘Dismissed Misconduct, ‘Dismissed - Other’, or ‘Dismissed
- Performance’, – please use the options
available under the ‘Involuntary’ list within the
Primary Reason dropdown list.
Important: Ignore the ‘Secondary Reason’,
‘Local Termination Reason’ and ‘Regrettable’
boxes.
Tick ‘Not Eligible for Rehire’ and ‘Close
Position’ if there is no intention to refill the
position. It is assumed that we will always tick
the ‘Close Position’.
Note: Termination Date is the last date of pay.
And Last day of Work is the last day the
employee is in the office.
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5. If you need to provide supporting
documentation for the termination, then scroll
to the ‘Attachments’ section at the bottom. You
can then drag and drop files into this section, or
click the ‘Select files’ button to choose a file to
attach.
Once attached you should provide a
description of the document and select the
relevant Category. In most instances for this
process it should be recorded under
‘Termination’ category. However, if no
categories are relevant to your documentation
type, then choose ‘Other Documents’.
6. Click ‘Submit’ once complete. The details will
now be sent to HR to complete the process.
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Managing a Workers Outstanding Workday Tasks / Processes when an employee is terminated
When a member of staff is terminated, if they have no outstanding tasks in Workday, then no further action is
required by managers or HR Business Partners.
However, when the member of staff is terminated by yourself (or your HR representative), if they do have
any open tasks or processes in Workday, these will need to be reassigned to another employee, for example
if they had any open Time Off requests (for themselves or from their team) or if their Performance review
was outstanding.
In this instance both the Manager and the HR representative will receive a task in their Workday inbox to
manage these outstanding tasks and processes in Workday. This inbox task is called a “Terminate” task,
with a title of “Manage Business Processes for Worker” within the body of the task.
The following set of instructions explains how to manage these tasks in Workday if you receive them for an
employee who has been placed on leave.
Managing a Workers Outstanding Workday Tasks / Processes on Workday – for HR BPs & Managers
1. Login to Workday and review your inbox to see
if you have any open inbox items, which would
indicate that you do need to manage these
outstanding tasks and processes in Workday
for this ‘on leave’ employee.
Note: you will also receive an email about this
inbox task in your outlook email inbox (it may
come as an individual email notification or
rolled up into your ‘Workday Daily Digest’
depending on your ‘Outlook Notification’ set up
in Workday
2. Click on the task in your inbox called “Terminate:
[Employee Name]”. The title within the body of the
task will be “Manage Business Processes for
Worker”.
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3. This will display any open tasks, processes and
delegations for this employee.
Start with the tasks (inbox items) for the worker – for
each one you need to decide what action to take.
And in the case of a ‘reassignment’ action you need
to decide who to re-assign to.
To review what Inbox tasks are open select the
“Inbox Assigned to Worker” tab.
For the Inbox Items the “Actions” to choose from will
differ depending on what the Task is. For example,
for a Hire action there is only the option to
Reassign, but for a Time Off request from a team
member there is the opting to Reassign or Cancel.
For most tasks the usual options available are:
 Cancel – selecting this option will cancel the
task/process
 Reassign – selecting this option will then
require for you to choose who to reassign
the task to. You can reassign by searching
for the relevant individual within a category
(e.g. other managers or the HR Partner).
Alternatively, you can reassign more quickly
by just typing the name of the relevant
person to reassign to in the “search” field.
Employees available to reassign to will be
dependent on their Workday access rights.
For a termination it is expected that all Tasks should
be actioned or closed down. Therefore, if it does not
require re-assignment for example if there was a
task for Performance Reviews for “Self-Evaluation”
which would only be completed by the employee
themselves, then the suggestion is that you ‘Cancel’
this process.
Once you have reviewed all the Inbox Items for this
employee and have actioned them (e.g. reassigned)
as required or you have decided that they must all
stay with the employee, then click Submit to close
the task.
Note: Only click submit on this task once you have
reviewed and actioned (as required) the Inbox
Items, the Business Processes and the Delegations.
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4. To review what Business Processes are open select
the ‘Business Processes about the Worker’ tab.
For the Business Processes the only Actions
available are to ‘Cancel’ the Business Process or to
do nothing (i.e. to leave as-is).
 Cancel – selecting this option will cancel the
process
 Do nothing – if you wish to leave the
business process in place for this employee
then do not select ‘Cancel’ just move on to
Submit
For a termination it is expected that all Business
Processes should be closed down for the employee.
Therefore, please choose to ‘Cancel’ these by
select the Cancel tick box next to each Business
Process.
Once you have reviewed and actioned all the
Business Processes as required then click Submit
to close the task.
Note: Only click submit on this task once you have
reviewed and actioned (as required) the Inbox
Items, the Business Processes and the Delegations.
5. To review what Delegations are in place for the
employee select the ‘Delegations to the Worker’ tab.
The Delegations shown on this screen give an
overview of the delegations to the employee (i.e.
who they are a delegatee for).
For these Delegations you cannot take any action
from this screen – this is for review only.
Where you need to change a delegation (i.e. move
the delegatee to being another employee) then you
should refer to the “Delegations” Workday guide.
Important: Moving delegations to another
employee is especially important in the case of a
termination, as the process/tasks that were
delegated will not move automatically to another
delegatee.
Once you have reviewed all the Inbox Items, the
Business Processes and the Delegations (and
actioned as required), then click ‘Submit’ to
complete this task.
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