COVID-19 FAQs - Terminations

Please see below for a current list of COVID-19-related FAQs related to termination. 

For additional FAQs, also see:

Updated 3/26/20, 12:04pm. 

 

How can I terminate an employee?

You can terminate an employee via the Termination Wizard in HRIS. Please see Terminating an Employee in Namely for step-by-step instructions.

Can I terminate multiple employees at once?

It is possible to import departure dates into Namely - however, an import would only make the employee's profiles inactive and enter a departure date on their profile. It is best practice to leverage the Termination Wizard for any terminations in Namely. This 30 second process will ensure:

  • Employee access to Namely is revoked

  • Benefits are terminated according to plan termination rules

  • Termination reasons are captured for Benefits reporting

  • COBRA packages are received timely, if you have a COBRA feed

  • Employee is removed from pay cycles when appropriate - i.e., they may remain in cycles beyond their termination date for potential severance payments

  • Future access to pay stubs and W-2s is provided

 

When you terminate someone, does it impact everything in real time?

The termination workflow on the employee's HRIS profile- notably, the termination date and termination reason- communicates to the Namely Payroll profile in real time.  Please keep in mind that the termination date can still have a date that is in the future.

While termination date and termination reason transfer to Namely Payroll in real time, not all fields relevant to termination are populated immediately on the employee profile in HRIS, including:

  • The Benefits termination date and last paycheck date will populate at 11:59 PM UTC.

  • The Namely Profile will be deactivated at 11:59 PM ET on the date of termination if the termination is future dated. If the termination was retroactive, the profile will be inactive within 1-2 hours.

Note: UTC is 4 hours ahead of EST.

Can I update my list of termination reasons in HRIS to account for COVID-19?

Yes- you are able to update your list of termination reasons at any time. Please see Employee Data Settings: Termination Reasons for step-by-step instructions.

How do I correct or edit an employee's termination date?

To correct or edit an employee’s termination date:

  1. Navigate to the employee’s HRIS profile.

  2. Select Edit Profile. 

  3. Locate the Departure Date field and enter the employees' correct Departure Date.

  4. Click Save.

 

Do access roles need to be updated for a terminated employee?

No- once the employee has been terminated in Namely, no further action is required for their Access Role.

Note: the termination will place the employee in the Inactive user status- which will prohibit the employee from logging into the Namely site- unless Give terminated employee future access to pay stubs and tax documents has been selected in the Termination Wizard.

How do I reset a terminated employee's password?

To reset a terminated employee's password:

  1. On the General tab of the employee's HRIS profile, click Resend access to payroll documents.

  2. The employee will receive an email with a link to reset their password and log in.

 

When will benefits end for my terminated employee?

Namely terminates employee benefits based on the plan termination rules configured in your benefits setup. Benefits will terminate automatically according to these rules, based on the termination date entered in the Termination Wizard. 

To review the termination rules for your plans:

  • Navigate to Namely Payroll > Enrollment Setup > Configuration.

  • Click Plan, then Edit Plan next to the appropriate plan.

You are able to review the current termination rules in the box titled Plan Termination Period Rules.

How can I verify that a terminated employee's data was sent to my COBRA provider?

If you have an active COBRA carrier feed, a terminated employee will be sent to your vendor if the following criteria are met: