What’s Changing?
New capability that will allow employees that are no longer working for a company to have restricted access to Employee Self Service (ESS) so they can view their HR data, past rotas and past payslips, and in the near future, P45s and P60s.
All access will be read-only, with no access to the Engage news feed if this is used by the business.
Release Date: 30th November 2018
Reason for the Change
To reduce overheads of time spent by managers as well as HR staff to provide important employee information to ex-employees.
90 days has been selected as a default period to allow businesses time to produce and post P60’s for employees that leave in April.
Customers will be notified via a release note when functionality to send P45s and P60s to ‘My Documents’ is available.
Customers Affected
All ESS customers.
Release Notes
Default period for Leavers' Access
This will be set to 90 days for all employees currently using ESS.
As of the Termination Date, the user's profile is updated to a new “ESS Read only” profile.
The following conditions apply:
Suspended Employees
Immediate Removal of Access on Termination
Termination reasons can be configured to remove access to ESS on the effective date of the termination.
Further Reading
WFM Release Note: New 'My Documents' tab in ESS
New capability that will allow employees that are no longer working for a company to have restricted access to Employee Self Service (ESS) so they can view their HR data, past rotas and past payslips, and in the near future, P45s and P60s.
All access will be read-only, with no access to the Engage news feed if this is used by the business.
Release Date: 30th November 2018
Reason for the Change
To reduce overheads of time spent by managers as well as HR staff to provide important employee information to ex-employees.
90 days has been selected as a default period to allow businesses time to produce and post P60’s for employees that leave in April.
Customers will be notified via a release note when functionality to send P45s and P60s to ‘My Documents’ is available.
Customers Affected
All ESS customers.
Release Notes
Default period for Leavers' Access
This will be set to 90 days for all employees currently using ESS.
As of the Termination Date, the user's profile is updated to a new “ESS Read only” profile.
The following conditions apply:
- The user remains on this profile for 90 days (default)
- The user retains functionality for password reset etc
- The user cannot update their home address or other personal details
- The user cannot request holidays, either paid or unpaid
- The user has access to their pay slips (final and previous 12 past pay slips)
- Payslips continue to be available as PDFs in the My Documents tab, and are downloadable to any supported device (PC, tablet or mobile device)
- At the end of 90 day period, the user is logged out of the app and loses access to all functionality
- Downloaded documents are not affected
- Access to connected apps including My Schedule and 3rd party apps will be terminated
Suspended Employees
- Suspended employees will default to Leaver access so they will still be able to access the information stated above as ‘Read only’ but the 90 days will not apply
Immediate Removal of Access on Termination
Termination reasons can be configured to remove access to ESS on the effective date of the termination.
- In HR & Payroll, go to HR module > Administration > Termination Reasons
- Select Remove Employees ESS Profile? if necessary
Fig.1 - Removing an employee's access to ESS upon termination
Further Reading
WFM Release Note: New 'My Documents' tab in ESS
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