Employee records

HR Business Partner keeps each person attached to the correct department, position, manager and payroll calendar. Those links give an exit review its context. When a manager asks whether someone has already left, the employee status and termination date are the starting point; the dated event in employment history explains what changed.

A departing employee may have a current record, a dated employment change, an exit checklist and a payroll statement. Review the links between those records before treating one status as the whole answer. The manager and HR Business Partner should be able to identify the next owner from the assigned task and its due date.

• Person. Keep the employee identifier and current manager with the departure record so the work is attached to the right worker.
• Date. Use the effective event date and task due dates to distinguish future work from overdue work.
• Result. Record the status and supporting evidence on the record where the work occurred.

Agree how the effective termination date is recorded, how a correction is entered and who can change status. Confirm which manager and department should appear for a person who has moved recently. The record also holds pay grade and base salary, so limit edits to the roles already allowed to manage Employees.

For the pilot, choose an employee with a normal departure and one with a change close to the payroll cutoff. Decide who reviews each case and where an exception will be recorded. The team should use the exact same owner for a task in the app and in its operating procedure.

Take a departing employee whose manager changed before notice was given. Check the current manager, then open the dated manager-change and termination entries in employment history. Confirm the departure date matches the checklist start and the payroll period being reviewed. If a position was transferred, retain the prior event instead of replacing history with a new current value.

Ask the next owner to open the record without relying on a separate message. They should see the relevant employee, dates, current status and who completed or still owns the work. If they cannot make the next decision from those records, improve the task description or review rule before expanding use.

• Former employees — Open the relevant records and review the current result.
• Employment changes — Open the relevant records and review the current result.

See employee departure, payroll review and implementation for the handoffs around this module.