Objective
When a person is on an unpaid career break, they may need a P45 and as such they need a real end date and to then be dormant on payroll.
They are still however appointed to the post, and so for reporting purposes, they will still needed to be shown as employees with appointments.
This can be achieved by ending the appointment of the person going on career break (thus giving them an end date, and giving them a P45 (if necessary).
Create a new planned appointment for the person where they will be appointed but not commenced. The new appointment will have a post title of Career Break Unpaid.
Critical Success Factors
Sub Status of person must be set to Career Break.
Person must be appointed to the new appointment but not commenced so that they will not be live on payroll.
HR must inform payroll that the person is going on a career break and that they have been ended as far as payroll is concerned and that they will need a P45.
Steps to carry out
Click CorePersonnel, Maintenance, Post Management, Post Profile Maintenance.
Choose Valid Post Title from List of Values (LOV).
In the top left, click the red tick icon which will populate the screen with Post Details.
Plan New Post.
Click View Appointments. This will show the user all Appointments that are linked to this post.
Select the Appointment that Employee is due to be assigned to. Ensure that the post is Authorised.
Select Appoint Person option. Current Post End should populate based on the information entered in Planned Start Date.
Enter Target End Date. The Date that the employee is due to return to work after Career Break leave.
All details in the Hierarchy screen should be populated from the Post Setup. If details are missing, please enter them now.
Choose Job Title from LOV.
Employee Status should be pre-populated from the Planned Post Type, but can be overwritten.
Enter Career Break in the Sub Status field.
Category and Sub Category fields should already be populated from the Post Appointment, but can be overwritten.
Fill in the Hours and FTE information as needs be also.
Leave the Pension Indicator unticked.
Click Next. The Pay Profile screen appears.
📌Note: If Pay Details not Required was selected in the Planned Appointment, then the Pay Details will not be Editable.
Do not commence the appointment, leave it as Appointed.