How should employee terminations, eligibility, and reporting be managed in Take Command?
When managing employee terminations, eligibility, and payroll reporting in the Take Command platform, it is essential to understand the processes and system behaviors. Below is a comprehensive guide to address these critical aspects:
Handling Employee Terminations in Take Command
Setting Termination Dates: It is not possible to pre-schedule a termination date in the portal. Terminations must be executed on the employee’s actual separation date by using the Terminate action in the system. This will remove the employee effective that same date or another date you specify during this process.
Post-Termination Employee Status: - After termination, the employee's status changes to "Suspended" in the roster. They retain access to the Take Command portal for 90 days, during which they can submit eligible claims. - During this 90-day window, they will appear in the "Suspended" section on reimbursement reports. - After the 90 days, their status transitions to "Former," and they no longer appear in active reports. You do not need to take any further action to remove them manually.
Rehiring Employees: If rehired, employees listed as "Suspended" or "Former" can be reactivated in the portal. There is no need to create a new employee record.
Reporting Implications of Terminations
Payroll and Reimbursement Reports: - Terminated employees appear on payroll and reimbursement reports during the 90-day "Suspended" period to ensure consistency with eligible claims submission. Once they are moved to "Former" after 90 days, this no longer applies.
Impact of Incorrect Records: - Inaccurately recording termination dates can lead to discrepancies in payroll reporting and 1095-C forms, even for employees who never enrolled in benefits. Correcting these records promptly is critical for accurate reporting at year-end filings.
Plan Eligibility Versus Coverage and Reporting
Understanding Eligibility Dates: Employees' eligibility dates indicate when they qualify to enroll in a benefit plan, but payroll reporting aligns with the actual plan start date. Payments or drafts made before coverage begins do not appear in payroll summaries.
Eligibility During Termination Month: Employees maintain eligibility for reimbursements for the full month of their termination, even if they are removed from the roster. Reimbursements and access to the portal are governed by this rule during the 90-day post-termination period.
Fixing Errors and Minimizing Confusion
No Additional Action Post-Termination: Once a termination is recorded and submitted in the portal, no further action is required. The system automatically manages transitions from "Suspended" to "Former" based on the 90-day cycle.
Summary
Managing employee terminations and reporting in Take Command involves understanding system processing timelines, handling eligibility correctly, and ensuring accurate documentation. By adhering to this guide, you can ensure compliance, reduce errors, and facilitate smooth transitions for your records.