When should I enter leaver details?
Please enter an employee’s leaving details as soon as a leave date has been agreed.
If the Leave date is in a future month, you can still enter the details into MyHR and the information will be stored until Payroll can process it.
Employee records will remain active on MyHR until the leaver instruction has been processed. Please continue to add absence/payments etc in line with the relevant deadlines.
What is the cut-off date for processing leavers via MyHR?
If the leave date is in the same month that you are submitting the form, please ensure the details are entered by the following dates …
- Stockton and Darlington: 15th of the Month.
- Schools and Academies: Run 1 date as per the Schedule. If you are processing any leavers after Run 2 as per the Schedule, then contact your Payroll Officer for advice as soon as possible.
- During Payroll processing there will be a short period of downtime in MyHR where you will be unable to make Employees a leaver as the submit button will be greyed out. Once processing is complete this will become active again.
If you miss the deadline, please seek advice from your Payroll Officer as soon as possible.
What if the Employee has more than 1 contract?
If the Employee is leaving just one contract, ensure you have selected the correct contract from the selection list and then use the “Leave from post” option on the “Termination Type” screen.
If the Employee is leaving all contracts, select the “Leave from Company” option on the “Termination Type” screen.
Only complete the leaver process for contracts that you are the manager for. If the employee has another manager, they will be responsible for processing a leaver form for their posts.
What if the Employee is currently off sick?
You will be notified during the leaver process if the Employee has an open-ended absence. If this is to be closed with the same date as their leave date, then select “Close”.
If the sickness should have been closed already then cancel out of the leaver process, close the absence and then re-start the My Team Changes leaver process.
If the Employee has a future dated absence (e.g. paid leave), this will automatically be flagged to be deleted, as part of the Leaver process.
What if I need to amend the Leaver details?
If you need to amend any of the Leaver details, you can withdraw and re-submit the form, providing it hasn’t been taken on by Payroll. Use the “Form History” page to check the status and withdraw the form.
If the form has been actioned by Payroll, contact your Payroll Officer for advice as soon as possible.
What date should I put for continuous service?
If an employee is moving to another local authority or local government related employer, you should set their leave date so there are no breaks in service. For example, if their last working day is Friday and they are starting their new role on Monday, you should set their leave date as the Sunday. If in doubt, please seek advice on leaving dates from your HR Advisor.
If an Employee is changing Schools within an Academy Trust, should I make them a leaver?
No, send a variation to contract form to the Payroll department as normal.
If an Employee is changing departments within the same Authority, should I make them a leaver?
No, send a variation to contract form to the Payroll department as normal or this will be processed via the Recruitment Team.
Can an Employee still view their MyHR account once they have been made a leaver?
Yes, an Employee has access to their MyHR account for 60 days from their leave date in order to view their payslips and P60s.
Who can I contact if I need help?
Contact the Payroll Department for any Leaver detail queries
Email: [email protected] / Tel: 01642 528400
Contact the System Support Team if you have any technical difficulties with MyHR
Email: [email protected] / Tel: 01642 524567