How do I remove or terminate an employee from the Take Command system?
Managing employee status changes in the Take Command system involves specific steps to ensure compliance and accuracy. This guide provides a comprehensive overview of the process, including termination steps, post-termination actions, and troubleshooting common issues.
Overview of Employee Termination
When an employee leaves your organization or becomes ineligible for benefits, you must update their status in the Take Command system. This ensures accurate billing, compliance, and proper handling of reimbursements. Employees can be removed immediately or scheduled for future termination based on their last day of employment.
Step-by-Step Guide for Termination
Log in to the Admin Portal - Access the Take Command admin portal and navigate to the Employee Roster (or People tab).
Locate the Employee - Use the search function or scroll through the roster to find the employee.
Initiate Termination - Click the three dots (⋮) next to the employee’s name and select "Remove Employee" or "Terminate Employee." - Alternatively, click the employee’s name to open their profile and select the termination option.
Set the Termination Date - Enter the employee’s last day of employment. If the employee was never eligible, use their hire date as the termination date. - Confirm the action by typing "TERMINATE" in the confirmation box if prompted.
Save and Confirm - Save the changes. The employee will move to the "Suspended" section for 90 days, during which they can submit eligible claims incurred while active. After 90 days, their status changes to "Former."
Post-Termination Actions and Timelines
Suspended Status: Employees retain portal access for 90 days post-termination to submit eligible expenses.
Reimbursement Reports: Terminated employees appear on reimbursement reports for the month of termination and during the 90-day suspension period.
Former Status: After 90 days, the employee’s account becomes inactive and moves to the "Former" section.
Reactivation: If rehired, employees can be reactivated from the "Suspended" or "Former" section without creating a new profile.
Handling Special Cases
Ineligible Employees: For employees who were never eligible, set the termination date to their hire date to reflect non-eligibility.
Deceased Employees: Use the date of passing as the termination date.
Part-Time Employees: To remove part-time employees from HRA eligibility while keeping them employed, update their classification instead of terminating them.
Troubleshooting Common Issues
Missing Termination Option: Ensure you have admin permissions and that another employee is listed on the roster. The system does not allow a roster with zero employees.
Processing Delays: Termination may be temporarily blocked during payroll or reimbursement processing windows. Retry after processing is complete.
Platform-Specific Issues: If the termination option is unavailable, try logging out and back in or using an incognito browser window.
Compliance and Documentation
Waivers: Employees should formally waive benefits through the portal to ensure compliance.
Records: Maintain documentation of termination actions and employee notifications for audit purposes.
By following these steps and guidelines, you can efficiently manage employee status changes in the Take Command system, ensuring compliance and accuracy.