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.

This process requires HR admin or IT 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 or IT admin, log in to hr.viewpoint.com on the applicable date and time.
    1. Select HR Role Management from the main menu main menu icon or from the User Management section of the home page.
    2. Select the HR Roles tab.
    3. To search for a specific user, use the Search field at the top of the page.
    4. To turn off a user's access, select Disable in the HR Access column for that user.
      Note: You can only enable or disable access for users who are attached to an employee record. Users who are not attached to an employee record cannot view any data in your portal by default.

  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 HR Role Management > HR Roles page (in the HR Access column, select the Enable button for that user).

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