When you receive confirmation of an employee's resignation or agreed retirement date you'll need to end their employment by updating their record in My Oracle.
If an employee has more than one assignment, please do not complete the termination process on My Oracle as that functionality is not currently working as expected.
If you need to end an additional assignment, please raise a request via the Assyst portal confirming the employee's name, payroll number, leaving date, reason and then this will be manually ended for you.
Making changes in My Oracle
Record annual leave
Update the employee's record and ensure their annual leave has been recorded. To ensure all payments or deductions for annual leave are processed within their final pay, line managers will need to raise a request on the Assyst portal to instruct Payroll on what leave is to be paid or deducted.
Follow the ‘termination process’
Update the employee's record using the termination process. Please reference the making an employee a leaver guidance for more information. If the employee resigning is taking a career break, please ensure the reason for termination selected is career break.
Complete the leaver's checklist within My Oracle.
Find out more information on the My Oracle Guidance Hub.
If the employee is leaving due to early retirement, redundancy or compromise agreement, do not make them a leaver on My Oracle. You must still raise a leaver's request on the Assyst portal.
If the employee is moving to another team at Essex County Council do not make them a leaver. You should follow the process in the internal movers guidance.
If you are responsible for managing a temporary (agency) worker that is leaving, you will need to follow the same process as an employee leaving the council and make them a leaver on My Oracle and then email candidate.care@essex.gov.uk with the worker's full name and last working date. This is important to do in order to ensure they are processed as a leaver with their agency.
Taking action depending on the reason for leaving
Leaving the council
Action:
- make leaver on My Oracle and raise a leaver's request on the online portal
For temporary (agency) workers please also email candidate.care@essex.gov.uk with the worker's full name and last working date.
Retirement at retirement age
Action:
- make leaver on My Oracle and raise a leaver's request on the online portal
Early retirement
Action:
Redundancy
Action:
Completing a leaver's request on the online portal
As a line manager you have a duty to raise a leaver’s request on the online portal as soon as you are aware that an employee is leaving the council. This request will ensure that the leaver’s IT accounts and access to information and applications is removed. Completing this request also schedules any necessary collection of IT equipment and cessation of related mobile tariffs.
Any delay in raising this request could result in a breach of the Data Protection Act 1998 and could put the council and the service users at risk, and may result in a security incident being raised against you.
Social media access
Arrange removal of access to all council social media accounts, including Hootsuite, Pulsar and Facebook Business Manager. Login details should be passed to a member of their team and their Communications and Marketing team lead.
Making a change to a leaver
If you need to make a change to a leaver you will need to raise an incident on the Assyst portal.
Vacant positions
Here's what you need to do if you have a vacant position:
- if you're recruiting a new employee, please read about hiring
- if you're closing the position you will need to close the position on My Oracle
- if the employee is moving to another team do not make them a leaver, read about what to do when someone moves to a new role
- if the employee is taking early retirement or leaving due to redundancy or compromise, visit the leavers section of the Assyst portal
Preventing salary overpayments occurring
It’s important to make sure that employees are not overpaid. You can do this by:
- making sure any sickness absence entries are closed, allowances ended and payment deductions made for annual leave first
- completing the termination process on My Oracle as soon as possible once the last working day has been agreed with the employee, but please ensure this is before the payroll deadline date for the month in which they are leaving - late notification of a leaver will result in an overpayment if the payroll deadline date has passed and the employee is leaving before the end of that month
- if the employee is moving to another team within the council they are not a leaver - do not use the termination process
Contact us
You can contact us via the Assyst portal.