HR - Adding Termination Rows on JOB
This procedure outlines terminations as designed by HRS. This applies to employees who will leave employment with the entire UWS, as well as employees with multiple, or concurrent, jobs who leave one or more of those jobs. An employee who moves from one campus to another will not be "terminated" but will be "transferred."
This process outlines the steps taken to terminate an employment instance in HRS including employees with Multiple/Concurrent Jobs who terminate from one job while continuing to work in another, as well as employees who leave employment completely and separate from the UWS. The process is the same, whether an employee has one or multiple jobs. Each job will need to be terminated individually, as each position or job is considered a separate and distinct employment relationship with the UWS.
Employees who are transferring from one department to another or one institution to another, without a break should have a row added on the current empl record with the Action of Transfer instead of using the action of Termination. This will prevent the employee from experiencing interruptions in their benefits, security access, timecard, absence management, etc. Please refer to KB 17120 for information on how to enter a transfer in HRS.
The Effective Date of the Termination row is NOT the same as the Last Date Paid or employed. The Termination Date is the first date on which the employee is no longer paid or employed, or active in that job. The Termination Date and Last Date Worked fields in HRS will be automatically populated with the day before the Termination Effective Date. Last Date Worked can be overridden for employees who are using leave time to extend their employment.
There are two "auto-termination" processes that campuses must proactively monitor to ensure that employees are not terminated unintentionally.
- The first process uses the Expected Job End Date (EJED) field, which is required for jobs with a Continuity Code of 02A, 02B, 02C, 05A, or 05B. This process will run automatically each night in advance of pay period end dates to add a Termination row on each job with an Expected Job End Date within the defined time frame. (Example: If the current date is October 2nd and an employee's job has 10/02/yyyy in the Expected Job End Date field, that job will be Terminated. The next day you will see a 10/03/yyyy Effective-Dated Termination row for that Empl Rcd. The Expected Job End Date, Termination Date, and Last Date Worked will be 10/02/yyyy.)
Campuses should use the public query - Expected Job End Date Query (KB 19326) UW_HR_EXPECTED_JOB_END_DATE- to proactively review employees' jobs with upcoming Expected Job End Dates to prevent unintentional terminations. Those with dates that require extension should be updated with a new row with an Effective Date on or less than the Expected Job End Date value. Enter values in each field of the query, using a "wildcard" of % to broaden the search. (For example, for a Milwaukee search, select UWMIL in the Business Unit field, select the first day of the next month/quarter in the As of Date field, enter your Division 3-character plus the wildcard - B86% in the Department field, enter % for Empl Class, and then search to produce a list of employee jobs that will auto-terminate on the respective Expected Job End Dates.)
- For employees with multiple Empl Records, the termination of a "Primary Job" will result in a warning message and an HR administrator will need to assign the "Primary Job" indicator to another employment instance. The UW Service Center will produce a daily report listing employees who have a missing or incorrect "Primary Job" indicator for each job. This listing may be distributed to campuses to update the Job Data records. The report shows employees with 'No Primary Job' and those with a 'Terminated Primary Job.' In both cases, the active job is marked as 'Secondary Job.' An employee must have one job marked as their Primary Job on every day of active employment (HR Status = Active).
- Student Help Payroll Activity Report (KB 25221)The second process is called the Payroll Inactivity Report, which identifies active Student Help jobs that have not had payroll activity for many months. This process runs periodically and will insert Termination rows to end the jobs.
(Creating a termination row)
To perform this procedure, follow these steps after forms and approvals have been completed:
- Navigate to Workforce Administration>Job Information>Job Data.
Search for the employee using Empl_ID or by Last Name and First Name.
Click on the appropriate Search result to open the employee's JOB data pages. Then follow these steps to add a new row of data:
a. If multiple jobs are terminating, it is important to terminate the secondary positions before terminating the benefits primary job. Otherwise the employee will be missing insurance deductions on their last payroll check (i.e. TSA, WDC, FSA, HSA, ICI and SGL)
b. Insert new Row using "+" sign.
c. Enter the Effective Date of the Termination (the first day on which the employee will no longer be employed). NOTE: In the screenshot below, the Termination row Effective Date is 03/01/2011 and the Termination Date and Last Date Worked are both 02/28/2011 accordingly.
d. Select an Action Code of "Termination." By choosing the Action of Termination, you will receive a warning message 'Employee to be terminated. (20004, 155)'. Review the message and take additional actions, as appropriate.
5. Select an appropriate Action Reason for the "Termination" by click the drop down menu.
6. Click Save
NOTE: A termination row may result in the employee's benefits terminating. If termination is in error, this may cause downstream affects in Payroll, Time and Labor, Absence Management, and Benefits and require a ticket to be opened to verify that all the employee's records have been restored correctly. Adjusting an employee's EJED will prevent this from occurring.