This guide describes how to monitor the compliance of an employee in the compliance tool in Hub Portal and how to terminate or not the ones elligible for termination. Monitoring the employees' compliance aids Hub Managers in following legal requirements, enhance their planning duties and improve the financial costs in the hubs.
Below, Hub Managers find an overview of important features in the compliance tool, how to review employees, how to terminate employees elligible for termination and how to not terminate them.
Overview of important features in the compliance tool
When deciding if an employee is elligible for termination or not, take into account the information in the features below:
All employees table
This table contains the following information regarding the workforce in your hub:
Name
Position
Home hub
Activity (status of activity, such as Online, Offline, Temp offline)
Number of no-shows
Number of late shifts
Acceptance rate
Next shift
Last feedback (last time a feedback discussion was recorded in the feedback tracker)
Termination tracker
In the table, employees eligible for termination are displayed in the following colors:
Red: critical case.
This includes cases where the employee’s sickness rate in the last 3 months was more than 25% and their no-shows/inactivity makes them eligible for termination.
You should give priority to these cases, since they have the biggest impact on Cost per hour.
Yellow: eligible for termination.
Compliance file
No-show history:
Consider the shifts under Unexcused.
Don't consider the shifts under Excused.
These are no-show shifts that were deleted within 7 days of the shift's date or have a leave application approved within 7 days.
If People Ops or Workforce Support manually excuse no-shows, they also appear here.
No-show rate
Warnings sent: shows all warnings sent to the employee, including excused warnings.
Sickness rate: calculated as sickness days/(worked and absent days).
How to see if there are employees to review
Go to WF (workforce tool).
Scroll down to the All employees table.
Employees who last worked at your hub and are eligible for termination appear at the top in yellow or red.
Even if there are no employees in these colors, you can still see the number of no-shows per employee in the table and their inactivity and warnings in their employee file. Consider if:
You want to reach out to employees with high numbers of no-shows, long inactivity periods or many warnings and discuss it with them.
There are employees in probation you want to terminate.
How to evaluate an employee eligible for termination and how to terminate them
Select the employee in red or yellow.
This opens their Compliance file.
Here you see important information, such as:
The reasons the employee is eligible for termination (high count of no-shows, extended inactivity, etc).
The dates and rates of no-shows.
Warning history.
Review the information above.
Discuss with the employee the reasons behind the no-shows/inactivity.
If you decide you want to terminate the employee:
Important:
Only proceed with the following steps if you can commit to submitting the termination request in SAP immediately.
Riders appear in the Compliance table if your hub is the last one they worked in. However, if you are not their manager, you aren't able to request their termination.
To check if you are the Rider's - or any employee's - manager, confirm that you can see the employee in SAP. This means you are their direct manager.
If you are their Manager, proceed with the steps below.
In the Termination Tracker, select Copy case information.
This copies the information you need to pass onto People Ops.
Select Continue in SAP.
This changes the Case status in the Employee file to Termination requested.
Note:
You can also access the employee's profile in SAP directly.
In the employee's page in SAP, select Actions.
Choose Terminate.
In the pop-up, fill out all fields:
Termination date: date of when the employee's employment ends.
Termination date within probation: current date plus 16 working days.
Termination date outside probation: end of month of the notice period. You can find it in the employee's SAP profile under Job information.
Notice date: current date.
Termination type: select Termination - Involuntary (inititated by the employer).
OK to rehire:
Yes: for operational reasons. To be used in all cases except the exceptions pointed out below.
No: in case of theft, refusal to work (visa), or breach of contract.
Paste the previously copied information in the Notes section. The information must contain a complete description of the reason for termination, especially for cases within the probationary period. Terminations are typically issued without leave of absence.
Select Save.
Confirm by selecting Confirm.
You will then receive the confirmation email:
Important:
Terminations with leave of absence are only issued upon request in the comments field in justified cases, such as violence, drug abuse, fraud or theft. In these cases, we always require tangible evidence, such as screenshots, videos, among other types. Send the evidence to [email protected]. For cases of theft, complete the form here.
What happens next?
If People Ops approves your request, the Case status in the Employee file changes to Termination approved.
When the employee's exit date passes, the Employment status in the compliance tool changes to Employee terminated.
If People Ops rejects your request, they change the employee’s Employment status to ‘-’.
If it was a No-show case, the employee will need 2 more unexcused no-shows for the Case status to change to Requires analysis again.
If it was an Inactivity case, the employee will need 15 more days of inactivity for the Case status to change to Requires analysis again.
Note:
Any employees with no-shows after you click Continue to SAP will continue to receive reminders, but no warnings.
How to evaluate an employee eligible for termination and how to not terminate them
Select the employee in red or yellow.
This opens their Compliance file.
Here you see important information, such as:
The reasons the employee is eligible for termination (high count of no-shows, extended inactivity, etc).
The dates and rates of no-shows.
Warning history.
Review the information above.
Discuss with the employee the reasons behind the no-shows/inactivity.
If you decide you don't want to terminate the employee:
Important:
Only proceed with the following steps if you can commit to submitting the termination request in SAP immediately.
Riders appear in the Compliance table if your hub is the last one they worked in. However, if you are not their manager, you aren't able to request their termination.
To check if you are the Rider's - or any employee's - manager, confirm that you can see the employee in SAP. This means you are their direct manager.
If you are their Manager, proceed with the following steps.
Select Don’t terminate.
In the pop-up window, explain your decision.
Select Send.
The employee’s Employment status changes to ‘-’ and you won't be able to see the Termination button in the employee's Compliance file anymore.
What happens next?
If you decide to not terminate a No-show case, the employee will need to have 2 more unexcused no-shows for the Case status in the Employee file to change to Requires analysis again.
If you decide not to terminate an Inactivity case, the employee will need 15 more days of inactivity for the Case status to change to Requires analysis again.
The employee requires additional warnings to become eligible for termination again.
How to evaluate an employee not eligible for termination yet
If there are no employees with the status Requires analysis, you can still see the number of no-shows and warnings sent to them.
Select an employee with the Employment status “-”.
This opens their Compliance file.
The buttons Copy case information, Continue in SAP, and Don’t terminate are not visible.
Review the information provided.
Consider if you want to meet with employees with many no-shows, long inactivity periods, or many warnings to discuss the reasons behind them.
Consider if there are employees within probation you want to terminate already. See how to in the next dropdown.
How to terminate an employee on probation
If you want to terminate an employee on probation before they meet the criteria for out-of-probation employees, including before having 3 no-shows, proceed as below:
Important:
Only proceed with the following steps if you can commit to submitting the termination request in SAP immediately.
Riders appear in the Compliance table if your hub is the last one they worked in. However, if you are not their manager, you aren't able to request their termination.
To check if you are the Rider's - or any employee's - manager, confirm that you can see the employee in SAP. This means you are their direct manager.
If you are their Manager, proceed with the following steps.
Submit your request in SAP.
In the Notes section, add an explanation.
Under OK to Rehire, choose No.
Select Save.
People Ops will evaluate the case and make a decision in SAP.
FAQ
Will I be notified when there is a new case for me to review?
No, not for now.
Can I evaluate external employees?
External employees do not have a Compliance tab.
How do reminders/warnings work for sick leaves with eAu?
Employess with no-shows with the status Sick leave electronic requested start receiving reminders/warnings after 8 days of their leave not being approved.
References
See more about the WF dashboard and the compliance tool here.
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