An employee is leaving the company and you are wondering what you should do?
In this article you will find the answers to your questions 👇
1. Check whether the employee has made one or more choices via Payflip
No, the employee has not made any choices
In this case, go directly to point 2 of this article!
Yes, the employee has made one or more choices
If this is the case, there are two things to do :
check the budget(s) used in Payflip.
If it is the end of year premium, check whether the employee is entitled to a pro rata of it on departure ;
If it concerns the mobility budget, check the amount to which the employee was actually entitled during the current calendar year.
Deactivate the user in Payflip.
Depending on the benefit(s) selected, some additional actions need to be taken:
Benefits 🎁 | Actions 🎯 |
Hospitalization insurance | 👉 Make sure you look at the terms and conditions of the insurance you take out
Alan's insurance :
Inform Alan of departure. The insurance will be removed.
Insurance from another provider:
Inform the supplier of the departure. The insurance will be discontinued, but the employee may have the option of continuing it on an individual basis. |
Ambulatory insurance | 👉 Make sure you look at the terms and conditions of the insurance you take out
Alan's insurance : Inform Alan of departure. The insurance will be removed.
Liantis insurance: Nothing to do 👌 The Worker continues to benefit from the health insurance until 31 December of the calendar year.
Insurance from another provider: Inform the provider of the departure. The insurance will be discontinued, but the employee may have the option to continue it on an individual basis. |
Reimbursement of pension savings | Nothing to do👌 |
Warrants | 👉 Contact the financial institution providing the warrants to find out whether any action should be taken. |
Extra holidays | 👉 Let Payflip know if the days are actually taken or not. |
Training | Nothing to do👌 |
Multimedia devices | Nothing to do👌 |
Desk material | Nothing to do👌 |
Bike leasing | 👉 Inform the leasing partner of the departure. The leasing contract will be terminated in accordance with the conditions included in the bicycle policy. |
Reimbursement of mobility or housing costs | Nothing to do👌 |
Company car upgrade | Nothing to do👌 |
Extra car options | Nothing to do👌 |
Charging station | 👉Inform the leasing partner of the departure. The leasing contract will be terminated in accordance with the conditions included in the agreement signed with them.
In principle, the employee returns the charging point. The employer may also decide that the employee should take back the charging point in his name.
👉 Let Payflip know the employer's choice. |
When preparing the exit calculation, Payflip will take into account the budget(s) granted to the employee. There are two possible scenarios when an employee's employment contract ends:
If the employee has a sufficient budget : the amount spent on the benefit(s) will be deducted from the employee's total budget.
If the employee has an insufficient budget (e.g. he/she is not entitled to a pro rata of the end of year premium) : the amount of the benefit(s) will be deducted from the employee's net holiday pay.
2. Deactivate the employee's profile in Payflip 🔚
Don't forget to deactivate the employee profile in Payflip!
Here are the steps to do this:
Go to the 'Users' tab
Click on the name of the employee you want to deactivate
Click on 'Details and roles'
Click on the pink and white button at the top right of your screen 'Deactivate user'
Enter the exit date along with the other required input and deactivate the employee
This will automatically send a notification to our team. We will email the exit calculation to you within five business days.
The employee will no longer have access to the Payflip tool from the exit date entered.
💌 In all cases:
send the calculation to the social secretariat
be sure to take a look at your Payflip Policy for more details