Workflow to Terminate an Employee

To prepare to terminate an employee, you can disable that user's access to your portal and then generate their final check in Spectrum.

This prevents the employee from being notified about their final paycheck before receiving news of their termination.
Tip: As a recommended alternative to the following process, you can set up an other pay type in Spectrum called FINAL and apply that pay type during Time Card Entry or Layoff Check Entry. See Manage Bonus Checks and Final Checks for details.

The following diagram shows the suggested workflow to follow in HR Management and Spectrum when terminating an employee.

This process requires HR admin user credentials in HR Management and operator access to the employee's data in Spectrum.
  1. Coordinate the date and time to remove the employee's access with the HR admin.
  2. As the HR admin, log in to Employee Self-Service on the applicable date and time.
    1. From the HR Admin Tools section of the home page, select User Management (Beta).
    2. Select the With login button at the top of the page.

      The grid refreshes to show the list of users with Trimble Construction One logins.

      On the far right of the grid, you will see a column that gives you the option to either Disable HR or Enable HR for a user.

    3. Select Disable HR for the applicable user.

      A pop-up message displays asking you to confirm your choice before continuing. Changes to a user's access take effect immediately.

      Disabling an employee user removes that user's access across all companies in an enterprise. Disabling an HR user removes that user's permissions across an enterprise. If you remove a user's access, that user will no longer receive notifications sent from your portal and will see a Not Authorized page after attempting to log in.

  3. Log in to Spectrum.
    1. Generate the final check for the employee (Payroll > Data Entry > Layoff Check).
    2. Change the employee's status to Terminated (Payroll > Maintenance > Employees > Employee Main Properties).
  4. In HR Management, re-enable the user from the User Management - Beta page (select the With Login button and then select Enable HR for the terminated employee).

    Employees with a status of Terminated retain access to their pay stubs and tax documents in Earnings and their contact information in Personal Info.