Employee exit policy

Define what happens to an employee’s budgets, points, and pending nominations when they leave so offboarding is consistent and audit-ready.

When an employee leaves, Empuls needs to know what to do with any reward points they hold, custom budgets they own or co-own, and award nominations they were on the hook to approve. The Manage Employee Exits page is where you set those rules once so every future offboarding follows the same policy — no ad-hoc decisions, no points stranded in inactive accounts.

To open exit policy, navigate to Admin Hub → Employees → Manage Exits, or open it directly in your tenant at https://<your-empuls-url>/home/manage-employee-exit.

Before you start

• You must be a Super Admin to view or change exit policy.
• Configure your policy before your first offboarding. If no policy is set, balances default to Super Admin, which is rarely what you want.
• Exit policy applies the moment an employee is disabled — manually via Manage Employees or automatically via HRMS sync.

What the policy controls

Manage Exits has four point categories plus a separate rule for pending nominations. For each, you choose an action and (where applicable) a recipient.

1. Co-owner custom budget points

   Points held by an employee who co-owned a custom budget with someone else. Default action: automatically transfer points back to the budget owner. There is one owner left to absorb the balance, so this rule is straightforward.

2. Owner custom budget points

   Points held by an employee who solely owned a custom budget. Default action: automatically transfer points and budget ownership back to the reporting manager. You can choose a different recipient (HRBP, department head, business unit head, cost-center head) or transfer ownership to a named user.

3. Owner business gift program points

   Points held by an owner of a Business Gift Program (BGP) budget. Default action: automatically transfer points back to Super Admin. Choose a more specific recipient when the program has a clear successor.

4. Reward points (earned credits)

   Reward points the employee has earned through recognition but not yet redeemed. Default action: destroy reward points. Alternative: transfer the points to the employee’s personal email address so they can still redeem after leaving — Empuls sends a one-time login link to that address.

Set the recipient

For categories that allow a recipient (custom budgets and BGP points), pick from:

Recipient	What it does
Self (named user)	Transfer to a specific user you select. Falls back to Super Admin if that user is also inactive at exit time.
Reporting Manager	Transfer to the exiting employee’s reporting manager.
HRBP	Transfer to the HR Business Partner mapped to the employee.
Department Head	Transfer to the department head.
Business Unit Head	Transfer to the business unit head.
Cost Center Head	Transfer to the cost-center head.

Every recipient option has a fallback to Super Admin if the chosen recipient is not set on the employee’s profile or is also inactive. This guarantees points never get stuck.

Pending nominations

If the exiting employee was an approver, juror, or moderator on award nominations, those nominations would otherwise stall. The pending-nominations rule transfers them to the same recipient list above. Default recipient: Reporting Manager.

Pending nominations transfer immediately at exit time — there is no manual confirmation step. Make sure the recipient role is set on your employee records before enabling.

How offboarding triggers the policy

The exit policy fires when an employee is disabled. There are two ways that happens:

1. Manual disable

   A Super Admin opens Manage Employees, edits the employee, and clicks Disable User. Empuls applies every exit policy rule immediately.

2. HRMS sync

   If you have HRMS integration configured to deactivate users on sync, exit policy fires automatically when the integration marks the employee as inactive.

In both cases:

1. The employee loses access immediately.
2. Each point category is transferred (or destroyed) according to your policy.
3. Pending nominations move to the chosen recipient.
4. The employee’s record stays in Empuls for audit; it does not get deleted.

Edit the policy

Changes to the policy apply to future exits only. Already-completed offboardings are not retroactively re-processed.

1. Open Manage Exits

   Navigate to Admin Hub → Employees → Manage Exits.

2. Update each card

   Click into each point-category card and change the action or recipient.

3. Save

   Each card saves independently. A success toast confirms each update.

Limits and gotchas

• The policy is organization-wide. You cannot set per-department or per-region exit rules from this page.
• If you choose to transfer reward points to the employee’s personal email, the employee must claim and redeem within the window your account allows. Unclaimed points eventually expire per your account configuration.
• Destroying reward points is permanent. There is no undo from Manage Exits.
• The Manage Exits page does not reactivate employees. To reactivate, use Manage Employees — note that points already transferred at exit time are not restored.

Related

• Manage employees — Disable or reactivate a user; assign reporting manager / HRBP so recipients resolve correctly.
• HRMS integration — Automate exits from your HR system of record.
• Reward governance — Other rules that protect points from misuse.