Can An Expense Report be Entered For a Terminated Employee?

To enter an Expense report for an employee, the employee has to be Active.

The expense code looks at the Hire Date and the Actual Termination Date to determine if an employee is Active. The ‘Actual’ Termination Date entered in HR will be the Termination Date. The Final Process Date and Last Standard Process Dates are used by HR and Oracle Payroll. Generally, you should enter an actual termination date for the employee, after this ‘actual’ date the employee is no longer an active employee.

Possible workarounds to enter an expense report for an employee who was terminated (ie. is not active).

1. Go into the HR form and re-activate the employee. Check with your HR personnel on the best method to re-activate an employee. Re-activating could be achieved by changing the termination date. After changing the termination date, re-enter the expense report, then enter another termination date.

2. Set up the terminated employee as a one-time supplier and enter the expense report as a “standard”invoice.

For clarification the fields on the HR Employee Termination window are identified and explained:

(i) Notification Date: This is for information only and is optional.

(ii) Projected Date: This is for information only and is optional.

(iii) Actual Date: This corresponds to the actual date the employee left the organization. When you DateTrack after this date the People form will show the person as an Ex-Employee. This is required.

(iv) Last Standard Process Date: Where Oracle Payroll is used this will be the date after which no further payroll processing can occur. This is optional and can be left blank. Element entries defined against the employee would be end dated with this date rather than the actual date if they were defined with the standard rule of Last Standard Process.

(v) Final Process Date: This will represent the last date for late payments for Oracle Payroll users. An example would be where certain elements were paid in arrears – such as commission. Element entries defined against the employee would be end dated with this date rather than the actual date if they were defined with the standard rule of Final Close. Note, see the ‘HR Termination FAQ’ for further information.

Ref: Doc ID 199409.1