HtR

Termination

100

Is the Line Manager capable of making a change to the termination form after it has been initiated through MSS?

Yes – The Line Manager can submit the form with the “data correction box” checked. You should then follow the Data Correction Request Global Work Instruction.

200

What must the Line Manager do if the termination requires an immediate dismissal? (GEN)

The Line Manager will need to initiate the Access Revocation Process. Global security needs to be contacted and access needs to be shut off through application immediately.

300

What does the 1+ Manager need to check before validating the Termination Form?

The 1+ Manager is reviewing the form for completeness. If the 1+ Manager finds any error in the form, they will need to return the form to the Line Manager outlining errors. An automated MSS workflow notification will be sent to the Line Manager’s worklist and inbox. The Line Manager will amend the form and then resubmit it through MSS.

400

I have an employee who is resigning from Merck. Who does the exit interview? (USA)

Exit interviews are conducted face-to-face with your HR Business Partner. Please have the employee contact their HR Business Partner to schedule an exit interview before they leave Merck.

500

What is the Line Manager responsible for doing once the termination action has been executed in SAP? (GEN)

The Line Manager will receive an automated notification in their worklist informing them that the termination has been completed in the system. They will need to access One Merck Line Manager Central and select the Individual Termination Involuntary process to retrieve the Exit Checklist. The Exit Checklist will include collecting company assets. If they need to fill or delimit the exiting employee’s position, they will need to follow the create/maintain position process.

Leave of Absence

100

The Line Manager must approve the leave of absence request before initiating the Leave of Absence Form through MSS – what must be approved?

First, the Line Manager will need to ensure that the request is within policy. The Line Manager should reference the Leave of Absence Policy or Guideline as available on the Portal landing page for Leave of Absence. Second, they must check that the Employee has consulted with Disability Management, where required. Third, they must ensure that the request is complete and accurate by following the Leave of Absence Checklist and Job Aid found on the Portal landing Page for Leave of Absence.

200

What is the 1+ Manager checking for when they are validating the leave of absence form? (GEN)

The 1+ Manager will need to check that appropriate the proof documentation has been submitted where applicable and whether the voluntary absence is acceptable given any adverse business impact. If the absence is sickness related and approved by Disability Management (or equivalent group) then the 1+ Manager cannot reject the request, only request missing or inaccurate information to be rectified.

300

As a manager of an employee going on military leave, where can I find details of Merck's policy? (USA)

Effective September 21, 2001, Merck adopted special pay and benefit provisions to complement U.S. Managers' Policy B-5 (Military Leave). These special provisions were revised effective April 7, 2003. These provisions, as revised, apply retroactively to all employees called to active military duty on or after September 11, 2001. For more information, please refer to the U.S. Managers' Policy B-5 (Military Leave) at http://humres.merck.com/polproc/us/b5.html

400

Should the manager submit one Leave of Absence for the entire duration that the employee will be away? (GEN)

Not necessarily. If the employee will be changing types of leave (e.g. from Education to Child Care Leave or Paid to Unpaid Maternity) then the manager needs to submit a new Leave of Absence request each time the type of leave, or leave phase, changes. The relevant Manager Checklist will guide them on how to do this. For your reference, the SBS Leave Eligibility Matrix demonstrates the sequencing of leaves and maximum leave duration for each, for each country.

500

Before the Employee can return to work, what should the Line Manager to do? (GEN)

The Line Manager should retrieve the relevant Return to Work Checklist from the Return from Leave of Absence landing page on the portal, which will outline his/her required tasks.

Hire

100

Where can I direct a new employee who needs information on Merck benefits? (USA)

An active employee's first source of benefit plan information should always be the Merck Benefits Book. You can access the Merck Benefits Book at the following website: http://humres.merck.com/benefits/about_benefits_book.html or you can contact your insurance carrier.

200

What does a hiring manager do if they want some overlap between an exiting employee and a recruit who will be replacing them? (GEN)

The manager can set the position to vacant in SAP with a future date while an employee is still in the position. This will allow the two people to share the position for a short period of time, approximately 3 months. If there is going to be a long transition a new position will need to be created.

300

I have a new employee who has not received his 401k enrollment package. Where can I direct them. (USA)

Fidelity may not yet received your information to set up an account. Please check your address by logging onto peopleinfo.merck.com to ensure it contains the correct address. If your address is correct, then please contact Fidelity directly at 1-800-66MERCK to ensure that an account has been established for you and to request an enrollment package.

400

Where do I direct a new employee that needs information on Educational Assistance? (USA)

See the Educational Assistance web page at http://humres.merck.com/polproc/us/d1.html The site gives you links to the Educational Assistance Policy and the Procedures, to schools/colleges/universities accrediting organizations, to the Educational Assistance forms, and to Frequently Asked Questions. You can also refer to the Advancing Your Education checklist at http://hr.merck.com/humres/le_sub_education.jsp.

Non Merck Person

100

As a Non-Merck Person, I need to change some personal data – can I do this in Self Service? (GEN)

You can change all personal data in ESS with the exception of a change in Legal Name, Date of Birth, and National ID. All other changes can be completed via self service.

200

Does a Non-Merck Person need to provide proof documentation for a personal data change request? (GEN)

No, Proof documentation is only required for Merck employee personal data changes done in the Core process. A Non-Merck Person does not require proof of documentation for his or her personal data changes.

300

Can a Non-Merck Person’s assignment date be change via this process? (GEN)

No, this process does not include changes to organizational information related to transferring a non-Merck person nor does it include updates to providers or changes to expected end of assignment date.

400

What happens if the Non-Merck doesn’t report to work as planned? (GEN)

If after setting up the new Non-Merck Person he or she does not report to work, the Non-Merck Person Termination process is initiated. For a Non-Merck Person that is JV stock options eligible, the process will be initiated by the Stock Options Administrator with an action reason code of ‘No Show.’ Otherwise, the relevant Line Manager will be responsible for terminating the Non-Merck Person.

500

What happens when a Non-Merck Person is added in SAP and attends his/her first day of work as planned?

The Non-Merck Person will participate in all mandatory training and on boarding activities. The JV Project or relevant Line Manager will be responsible for managing the on boarding of a Non-Merck Person.

Decedents

100

What is the Line Manager responsible for doing once the termination action has been executed in SAP?

The Line Manager will receive a manual notification in their Outlook inbox. They should also access One Merck Line Manager Central and select the Decedents process to retrieve the Death in Service Checklist

200

What does the 1+ Manager need to check before validating the Termination Form? (GEN)

The 1+ Manager is reviewing the form for completeness. If the 1+ Manager finds any error in the form, they will need to return the form to the Line Manager outlining errors. An automated MSS workflow notification will be sent to the Line Manager’s worklist and inbox. The Line Manager will amend the form and then resubmit it through MSS.

300

Is the Line Manager capable of making a change to the termination form after it has been initiated through MSS? (GEN)

Yes – the Line Manager can re-submit the form marking it as a ‘data correction’ or manually inform SBS that the form needs to be corrected. SBS will then be responsible for making the corrections.

400

I would like to report unused vacation for a deceased employee. (USA)

Unused vacation time is not paid to the estate of a deceased employee. Please refer to Policy B4, which states "If an employee dies, his/her dependents are not eligible to receive payments for unused, earned vacation time."

500

The deceased Employee has outstanding monies – what should I do? (GEN)

In most cases, you need to notify Payroll to facilitate the adjustment. Payroll will recover the overpayment amount by deducting the amount from Employee’s final paycheck. For retention-agreement, loans, and other related overpayments due to a planned agreement, you should inform the HR Business Partner who will be responsible for reclaiming repayment at their discretion. For your information, reference the Decedents MSS Enabled or Decedents Core Global Work Instructions (as applicable) found on the SBS Team Site.