MPL File - Employee Termination under Wrong Employee Group

MPL File - Employee Termination under Wrong Employee Group

ISSUE: Employee is terminated however they are not showing as Terminated on MPL File. 

ROOT CAUSE: In certain cases the board might want to use Placeholder Employee Groups as a reminder for special scenarios such as the case below where Employee Group was changed to ‘STOP’, a Do Not Rehire group before being terminated. 

This causes the Termination to fall under the incorrect group, which may not be defined under OTIP/other benefit carriers. 

KEY OBJECTIVE: Ensure that Terminations are entered under the appropriate EMP_GROUP so that the EID is terminated/retired from the Group they are working under. 

STAFFING > EMPLOYEE TERMINATION > EID

**EID has Termination configured as Termination Code = K [CORRECT]**

NOTE: Employee Information shows EMP_GROUP = STOP however previous position data shows EMP_GROUP = ELEM

STAFFING > POSITION & ASSIGNMENT > EID

**Positions are EMP_GROUP = ELEM & Terminated EMP_GROUP = STOP**

BOARD CONTROL > BENEFITS > BENEFIT PROVIDER CONFIGURATION > OTIP

**Termination Code = K exists under OTIP**

Note: This means the Termination Code (K) used is valid, this reason code is mapped to display Work Status = T on the MPL file when used for a member’s termination. 

BOARD CONTROL > BENEFITS > BENEFIT CARRIER CODE MAINTENANCE > OTIP

**Configure EMP_GROUP = STOP, as it was not previously**

ISSUE: EMP_GROUP = STOP didn’t used to be configured here – this caused the Employee to appears as Active since as far as ELEM position was concerned, only the Position ended. 

There was no Termination to update the Work Status. 

FIX: Now STOP is configured, Employee should pull into MPL, and the report will realize the Termination under EMP_GROUP = STOP. 

BENEFIT > BENEFITS > GENERATE HRIS FILE > OTIP > TEST > SUBMIT

MEMBER

**EID 30910 shows Work Status = T**

POSITION

SUMMARY NOTES:

It looks like this didn’t work because the EMP_GROUP changed before the Terminated was then keyed (under wrong group). 

The logic looks at the Employees Primary Group when the termination is keyed AND when the MPL file is generated. Therefore, it is important to Terminate the correct group (ELEM, not STOP). 

Since the employee was terminated under STOP, however the EMP_GROUP = STOP is not configured under Benefit Carrier Code > OTIP. 

The only group that was would be ELEM, which meant this is what the system looked for. 

In terms of ELEM, it only saw that the Position was end dated. There was no termination – hence the reason it continued to show as Active. 

PROCEDURAL ALTERNATIVE - WORKAROUND:

Instead of having a placeholder Employee group called STOP, create special termination code letter with the abbreviation TERM - DO NOT RE-EMPLOY

BOARD CONTROL > GENERAL TABLES > MISCELLANEOUS CODES MAINTENANCE > TC

**Created Termination Code = Z = TERM DO NOT REHIRE**

BOARD CONTROL > BENEFITS > BENEFIT PROVIDE CONFIGURATION > OTIP

**Define no rehire Termination Code under OTIP**

MPL > Member File

**Sample Active EID**

STAFFING > EMPLOYEE TERMINATION > SAMPLE EID

**Enter Termination Code = Z (DONOTREHIRE)** 

BENEFIT > GENERATE HRIS FILE > OTIP > TEST > SUBMIT > MEMBER FILE

**Work Status = T**