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Adding Termination Rows on Job Data in HRS

Overview

This procedure outlines the process for entering terminations in HRS. It documents the steps 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 UW System (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.

Process Considerations:

  • Employees who are moving from one department to another or one institution to another without a break should be transferred instead of terminated. This will prevent the employee from experiencing interruptions in their benefits, security access, timecard, absence management, etc.  Please refer to Maintaining Workforce - Transfers in HRS 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 Effective 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 Job Data > Work Location 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.
  • 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. See Updating the HR Primary Indicator in HRS.
    • If multiple jobs are terminating, it is important to terminate the secondary positions before terminating the benefits primary job. Otherwise the employee could be missing insurance deductions on their last payroll check
  • The Action Reason Retirement is used when an employee indicates they are leaving the UW System due to retirement. When an employee retires it generally means that they will be applying for and receiving a retirement annuity from the Wisconsin Retirement System.
  • The Action and Action Reason Codes are used by the system when processing the termination in order to set the correct coverage paid thru dates and the correct deduction end dates. The coverage paid thru date is used on COBRA forms and this information is sent to the various benefit plan vendors. The coverage paid through date for health insurance is also important as it is the date that staff include on an employee's Accumulated Sick Leave Credit Certification form which is submitted to the Department of Employee Trust Funds (ETF) for an employee that is retiring.
  • The Expected Job End Date (EJED) field should not be used in lieu of adding a termination row with an appropriate Action/Action Reason.
You may click on the links below to navigate directly to a section:

Instructions

  1. Navigate to Workforce Administration > Job Information > Job Data.

  2. Search for the employee by Empl_ID or by Last Name and First Name.

  3. If necessary, click on the appropriate empl record from the Search result to open the employee's JOB data pages.

    warning sign  If multiple jobs are terminating, it is important to terminate the secondary positions before terminating the benefits primary job. Otherwise the employee could be missing insurance deductions on their last payroll check (i.e. TSA, WDC, FSA, HSA, ICI and SGL).

  4. Insert new Row using "+" sign.

  5. 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 10/08/2018 and the Termination Date and Last Date Worked are both 10/07/2018 accordingly.

  6. Select an Action of Termination.  By choosing the Action of Termination, you will receive a warning message.  Review the message and take additional actions, as appropriate.

    Termination Warning Message: You have just entered a termination row. If this is a Retirement, all records need to be terminated. If other jobs remain active, the Benefits Primary Flag will automatically be assigned to the lowest active job record. A Benefits Coordinator should review and make any adjustments needed. If this is a resignation, be sure the employee is not transferring to another Department/Division/Campus.

  7. Select an appropriate Reason for the "Termination" from the drop down menu.

  8. Click Save.

    Illustrate where to take action on page
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