HR - Entering Expected Job End Date / Change the Expected Job End Date
This procedure outlines the use of the Expected Job End Date (EJED) field for employees of any empl classes who have a continuity status of 02A, 02B, 02C or 05A and 05B. This field is used to trigger a nightly process that will automatically terminate jobs once the Expected Job End Date (EJED) has passed.
This procedure outlines the use of the Expected Job End Date (EJED) field. This field may be used only with Continuity Codes of: 02A, 02B, 02C, 05A, 05B, and 05C. Determination of the appropriate continuity on a position or job data should follow the campus, system, or OSER (Office of State Employment Relations) policies regarding job security and use of the above Continuity statuses.
Expected Job End Dates will be used in a nightly process to automatically insert a termination row on Job Data (the employee's job record) once the EJED passes. If an employee's job is to be extended, users must modify the Expected Job End Date prior to the date passing to prevent this auto-termination. To extend the date, a Job Data row must be added with an Effective Date less than or equal to the current Expected Job End Date and a new value entered into the EJED field.
This process primarily takes employee categories as the inputs:
- University Staff (Classified)
- University Staff Ongoing (Classified Permanent)
- University Staff Temporary Employment (Classified LTE)
- University Staff Project - FT Finite (Classified Project)
- FA/AS/LI Faculty/Academic Staff/Limited Appointees (Unclassified)
- Academic Staff (AS) fixed terminal (02A-02C)
- Faculty summer service or summer session (02A)
- Other (OT)
- Employee in Training (ET)
- Student Assistants hired (02A-02C)
- Student Hourly (SH) (per campus policy or practice)
- Limited Title (LI) - for Acting or Interim only (05A & 05B)
Key fields for this Process
- Continuity Status
- Expected Job End Date
- Pay Basis
- WRS Intent
- Termination Row entered
- Cobra notification sent to any employee who is "termed"
- Short Work Break/Academic Year Process may be affected
Within the HRS system, campuses will need to proactively review, on at least a monthly basis, all employees with a Continuity Code of 02A, 02B, 02C or 05A or 05B to ensure that the Expected Job End Date is appropriately extended prior to that date passing for those jobs that are not intended to terminate.
After entering a new Expected Job End Date, a pop up notification displays to remind users to review Continuity and take appropriate Action in Position or Job Data based on the new employment duration.
- Campuses understand the implication of using fixed-terminal Continuity Codes. Expected Job End Dates are not used for future-dated terminations.
- Corrections to termination rows cannot be made if a payroll has been processed and the termination is now in the past. For example, the EJED process adds a row and one month later a department requests to have the EJED changed on that job – the employee, in this situation, will have an action of "rehire" to put them back into active status with an updated EJED.
- If an employee has multiple jobs and the primary job is terminated due to the EJED, a department will need to manually change the secondary job to primary using the same Effective Date of the terminated job and review the employee's Benefits Primary Flags.
- Expected Job End Date should not be just in lieu of adding a termination row with an appropriate Action/Action Reason. If a user does insert an EJED for any reason, the resulting termination row will reflect an Action Reason of fixed-terminal.
|NOTE: If the Expected Job End Date is not modified prior to that date passing, a termination row will automatically be added to the Empl Record. The downstream affects of not proactively changing this date include termination of all benefits, WRS, and paid leave requiring a manual reinstatement of the employee. The employee's Time Sheet will need to be reinstated and they can potentially miss a payroll requiring a manual off cycle check. Vendors will have been notified that an employee has terminated potentially causing claim issues. To negate/correct any past Action will require a "Rehire" Action with an Action/Reason of "Terminated in Error" on that Empl Record. A ticket will need to be opened to ensure the employee is completely restored.|
To perform this procedure, please follow these steps:
- Navigate to Workforce Administration > Job Information > Job Data. (Note: If you are extending a Student Hourly, navigate to Workforce Administration > Job Information > Job Data - Student Help Only and follow all other steps as outlined.)
- Enter the 8-digit Employee ID number (Empl ID).
- Select the correct Employee Record Number to be modified.
- Add an Effective Dated Row (NOTE: the effective date of this row must be prior to the existing Expected Job End Date, for example, if the current EJED is equal to 05/22/2011, then the Effective Dated Row could be no later then 05/22/2011 for the Row to save).
- Select an Action of "Data Change".
- Select an Action Reason of "Change Expected Job End Date".
- Modify the Expected Job End Date field with the future EJED date.
- Upon entering the new date in the Expected Job End Date field a Pop up displays, indicating review of Continuity is needed:
- Click OK.
- Click Save.
- Review the Continuity and take appropriate action based on the new employment duration if needed.
Change Expected Job End Date
This guide will walk you through the steps of changing the expected Job End Date on an employee's job.
It's important to understand the timing of the Auto Term process that
also runs once a month prior to the first monthly payroll calc for all
expected job end dates through the last payroll end date in the monthly
payroll calc. If the EJED is changed after this monthly run to a date
within the pay period but after the payroll confirm, the term row won't be inserted with the nightly run until after the payroll checks have been cut. As a result, the employee will be overpaid.|
1. Go to Workforce Administration > Job information > Job Data.
Enter any information you have and click Search. Leave fields blank for a list of all values.
2. Enter the EmplID of the Employee or search for the employee using first/last name.
3. Select the employee.
4. To change the expected Job End Date a new row must be added to reflect the change on the Job. Click the Add a new row button.
5. Change or update the Effective Date as the Effective Date will default in today's date.
Note: The effective date of this row must be prior to the existing Expected Job End Date.
for example, if the current EJED is equal to 05/22/2011, then the effective dated row could be no later than 05/21/2011 for the record to save.
6. Click the Action list and select Data Change.
7.Click the Reason list and select Change Expected Job End Date from the list.
8. Enter the new Expected Job End Date.
9. Click the Save button.
10. You will receive an 'Expected Job End Date Changed' pop up message reminding you to review the Position's Continuity (for example, was the employee's Expected Job End Date
extended and now their Continuity might also need to be changed e.g. from 02b to 02c). Please note that changing an employee's Continuity may result in a change in their
eligibility for benefits.
11. Click OK.
- Table of Continuity Codes and Appointment Descriptions/Duration
- HRS HR - Empl Class Job Aid
- Hire Actions and Descriptions
- Position Actions and Descriptions
- Data Change Actions and Descriptions
- Empl Class Table