When you terminate an employee and pick a date, the termination time defaults to 23:55 (11:55 PM) on that date. The termination, and the email that goes out when an employee is terminated, only happen once that time is reached. If you want the termination to take effect earlier in the day, change the time before you confirm, or select Terminate Now.
Why this happens
The Terminate Employment screen has a Date, a Time (hours and minutes) and a Time Zone. Unless you change it, the time is set to 23:55 in the selected time zone, so the employee can keep working until the end of their last day.
- If the date and time you choose are still in the future when you click Confirm, the termination is scheduled. The employee stays active, and their Job tab shows Will Terminate on with the date.
- When the scheduled date and time arrive, the system terminates the employee and disables their user account. The Employee Termination notification is sent at that point.
So if you terminate someone during the day and leave the time at 23:55, the termination email is sent close to midnight. Depending on the time zone, recipients may not see it until the next day.
How to make the termination take effect at the time you want
Step 1 - Go to Employee Management > Employee List and open the employee.
Step 2 - Open the Job tab and click Terminate Employee.
Step 3 - Select a Reason.
Step 4 - Do one of the following:
To terminate right away, select Terminate Now. This hides the date and time fields.
Step 5 - To terminate on a specific date, select the Date, then change the Time from 23:55 to the time you want and check the Time Zone.
Step 6 - Click Confirm.
If you have already scheduled a termination that hasn't taken effect yet, open the employee's Job tab and click the Will Terminate on link to see the termination details.
Things to note
- You can set the time in 5-minute steps.
- The time is applied in the selected Time Zone, which defaults to your own time zone. If the employee works in a different time zone, check this field.
- Two different notifications can be sent: Employee Termination Scheduled (when a future termination is saved) and Employee Termination (when the termination actually takes effect). You can manage both under HR Administration > Configuration > Email Notifications.
- Terminate Now may be unavailable if the employee has future job events scheduled. Remove those events first.