There are two ways to terminate an employee - manually or via the import tool.
Manually Terminate: Go to the ee's Employee Management tab and click on Terminate Employee. Enter the termination date, reason for termination and then click Terminate. A pop-up box will appear asking if you're sure you want to terminate the ee - click Yes Terminate. Once completed, you'll be presented with the details of all coverage dropped due to the term.
Terminate via Import: Go to the company's Home tab> Import Employees & Enrollment> Download templates and download the Employee Terminations template. Input the required data (ee SSN, first name, last name, termination date and termination reason). Start a new import and upload your template. On step 2 Options, select Employee Census from the What are you importing? drop-down. Then follow the on-screen instructions to process the import.
Note: Coverages dropped will reflect an end date according to plan termination rules under the plan's Eligibility Rules tab.
- Death of Employee
- Gross Misconduct (not eligible for COBRA)
- Involuntary Termination (18 Months)
- Reduction in Force (18 Months)
- Retirement (18 Months)
- Terminated (Not eligible for COBRA)
- Voluntary Termination (18 Months)
Once the termination is processed, the ee's status will reflect terminated. The ee's Employee Management tab will say Employee has been terminated in red and the ee's Benefits Summary will now display all ended plans, end reason and coverage end dates under the Ended Coverage section.
Note: All enrollment windows/links will be greyed out for terminated ees, as ended coverage can't be modified.
There's two ways to terminate ees with a future term date, and each one has differing results.
Option 1: Process the term via the above instructions. While the ee's record reflects a future term date, the ee's status will reflect terminated. The ee's Employee Management tab will say Employee has been terminated in red and the ee's Benefits Summary will now display all ended plans, end reason and coverage end dates under the Ended Coverage section. Admin users can no longer modify the ee's enrollment data. The ee will no longer have access to the site.
Option 2: Process the term by going to the ee's Profile tab > Employment > View Additional Settings link. Input the Future Termination Date and click Save. The ee's status will still reflect active and coverage end dates won't be applied until the future termination date arrives. Our system's nightly job tool will automatically process the term on the future term date. Once the term has been process by the nightly job, the ee's status will change to terminated. Admin users can still modify enrollment data up to the future term date. The ee will still have access to the site up to the future term date.
From the company's Reports tab, you can run the Termination report or an ad-hoc report to pull a broader list of termination details. You can filter the results by pulling in the Employee Status field and filtering to include only Terminated.
Being Notified of Terminations
You can setup wall feeds to be notified of ee terminations. Under the feed's Trigger tab, click on the Event Groups category. The Employee Terminated trigger will notify you when an ee is terminated. The End Coverage trigger will notify you of coverage ended due to the ee termination.
Warning! Unable to Terminate. This employee has pending enrollments requiring HR approval.
The employee has enrollments stuck in a pending status. You can use the Set New Hire Complete tool to move these enrollments to a current status.
If this does not work, your agency's Premier User reach out to our support team to have these pending enrollments removed so you can terminate the employee.
The following plans are missing termination rules for this employee. Missing rules will prevent the plan from ending and could result in billing issues.
The Termination Date rules for the employee's class/division/department/etc. are not configured in the plan Eligibility Rules. This typically happens if an employee has a class change from an eligible class to an ineligible class. EN recommends basing plan term rules on ‘everyone’ if term rules aren’t different per class structure.
I terminated an employee with the wrong termination date. How do I fix it?
An employee's termination date and termination reason can be changed with the Terminate Editor tool. This tool is located on an employee's Employee Management tab > Actions section (right side of page) > Terminate Editor.
How do I change an employee's coverage end dates?
Use the enrollment editor tool for this. Click here for more info on this: Enrollment Editor Tool
You may set up Wall Feeds to be notified when an employee is terminated. You may also enroll this employee in Cobra benefits if they are eligible and if they were enrolled in the plans in our system prior to being terminated.
How can I terminate an employee that has a term date exceeding 24 months prior?
The system has a restriction in place that only allows manual terminations (via the Terminate Employment) for termination dates within 24 months of the current date.
For employee terminations that exceed 24 months prior, the import tool can be used, as there is no restriction on termination dates when processed through an import.
Can terminated employees still access the site?
No, an employee's login will be disabled once the employee reflects a terminated status. Note: If you process a future termination via Option 2 above, the employee will have access to the site until the future term date arrives.