To effectively manage changes in Employment Status for employees, Status Codes, Reasons, and Employment Types must first be established at the company level. These components help ensure that employment statuses, along with any changes made to them, are properly defined and documented within the system.
Status Types & Codes
To manage the Status Codes that can be assigned to employees, navigate to the HR section within the Company tab and select the Employment Status Card.
After selecting the Employment Status Card, click the section for Status Codes. In terms of company-level configuration, Status Codes define an employee's current employment status. Within the company settings, Status Codes are categorized into four Status Types: Active (A), Leave (L), Onboarding (O), and Termination (T). Empeon Workforce will already be configured with these four Status Types, with a respective Status Code within each category.
In most cases, these four Status Codes (Active, Leave, Onboarding and Terminated) will be all that is needed in order to define an employee's employment status. However, additional Status Codes can be added if necessary by clicking the blue "+ New Status Code" button.
When adding a new Status Code, it is important to understand that the code being created should represent the employment status itself rather than the "Reason" for that status. There are additional sections within the Employment Status Card for Leave and Termination Reasons as well as Employment Types that function as further explanations for Status Codes.
For example, an added Status Code for "Paid Leave" helps specify the type of leave an employee is on, rather than detailing the reason for the leave.
Reasons & Employment Types
Associated with Status Codes are separate sections for Leave Reasons, Termination Reasons and Employment Types.
Leave and Termination Reasons help to further define why an employee was either placed on leave or terminated. Employment Types operate similarly except they are used to further define Active and Onboarding Status Codes. These items are applied whenever a Status Code is changed or assigned within an Employee Profile.
Leave Reasons
Within the Employment Status Card, select the Leave Reasons section to view all active Reasons associated with "Leave" Status Codes. To create a new Leave Reason, click the blue "+ New Leave Reason" button located in the top right corner of the screen.
When creating a new Reason, the system will prompt for a Code and Description.
Click "Save" to add the Leave Reason. The "Leave Reason" will now be available to be assigned when placing an employee on leave.
Termination Reasons
Within the Employment Status Card, select the Termination Reasons section to view all active Reasons associated with "Termination" Status Codes. To create a new Termination Reason, click the blue "+ New Termination Reason" button located in the top right corner of the screen.
All that is required when adding a Termination Reason is a Code and Description. Once these fields have been entered, click "Save" to add the Termination Reason. The "Termination Reason" will now be available to be assigned when terminating an employee.
Employment Types
Within the Employment Status Card, select the Employment Types section to view all active Employment Types associated with "Active" and "Onboarding" Status Codes.
For Active employees, Employment Types are an essential part of Employee Status tracking. It's system purpose is for identifying the types of employees in relation to identifiers like Full-Time, Part-Time, Per Diem, and any other employee classifications that are relevant to the employer's circumstances. Whether employees are considered Salary or Hourly is also often tracked in this field.
To create a new Employment Type, click the blue "+ New Employment Type" button located in the top right corner of the screen.
All that is required when adding an Employment Type is a Code and Description.
Please Note that Employment Types are often tied to custom accruals, attendance, and wage calculations. Before adding or editing Employment Types, be sure to consult with other Workforce Administrators in the organization or contact Empeon Client Service to confirm how adding or editing Employment Types may effect custom services.
Once these components are established at the company level, they can be applied to the Employee Profile to record employment status changes, including when and why they occurred. For guidance on managing an employee's employment status, refer to the following articles:
- Placing an Employee on Leave
- Terminating an Employee
- Employee Profile - Employment Status Card (This is a section from Empeon's general Employment Status article highlighting additional fields located within the Employment Status Card of the Employee Profile).