Maintain - Terminate an Employee

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Distribution

Chief Human Resource Officer

UVA HRMS Records Specialist

UVA HRMS Records Manager

UVA HRMS Specialist

UVA HRMS Faculty/Staff Reviewer

Related Procedures

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Date Tracking

IS HRMS
N ® People Enter & Maintain
Decision

1. If the current effective date is the date you wish to use, click on the [No] button. If not, click on the [Yes] button, enter the date you wish to use in the Effective Date field, and click on [OK].

Finding an Existing Person

2. Enter all or part of the person's last name in the Full Name field, using the wildcard character (%) as desired, to restrict your search.

3. Click on the [Find] button.

4. If the person is found in the database compare the first name, last name, social security number, or other known information with that in the database to ensure that it is the correct person.

Change Assignment Status

Follow steps 5-11 only if the employee is a non-12-month employee terminating on May 24. Otherwise, skip to the Terminate Employee section of this document (Step 12).

5. Click on the [Assignment] button.

6. Use the list of values to change the Status field to " Non 12 Month Termination".

7. Click in the flexfield in the bottom right corner of the Assignment form.

8. Enter Additional Assignment Details information.

Assignment Change Reason: Use the list of values to enter "Miscellaneous Change". (Required)

9. Click the [OK] button.

10. Save your work.

11. Close the Assignment form.

Terminate Employee

12. Click on the [Others...] button.

13. Select End Employment from the list of values and click on [OK].

14. Complete the Terminate form.

Leaving Reason: Use the list of values to enter a reason for the termination.
Termination Dates:

Notified: (Optional) Enter the notification date of termination.
Projected: Enter if a non-12-month termination whose last day is 24-May.
Actual: Enter the actual last date of employment, or if entering a non-12-month termination and last day is 24-May, enter August 24.
Last Standard Process Date: Will automatically populate with the end date of the payroll of the active assignment when you click on the [Terminate] button.

If there are multiple assignments with different payrolls, ensure the last standard process date is the latest date.

Final Process: Leave blank.

15. Click on the [Terminate] button.

See sections below on Reverse Terminations and Terminating a Salaried Employee with Encumbrances.

A caution message may appear similar to the following:

16. Click on the [OK] button.

17. Save your work.

18. Skip to step #28 if the Employee is not a salaried employee with encumbrances.

Reverse Termination

You will see a [Reverse Termination] button at the bottom of the window. Reverse Termination is a central HR function. If you need a Reverse Termination completed for an employee, contact the UVA Helpdesk at 434 924-help or 434-924-4357.

Terminating a Salaried Employee with Encumbrances

If you are terminating a Salaried Employee who has encumbrances, you will see the following Error message:

19. Click on the [OK] button.

20. Close all windows and return to the navigator.

IS HRMS
N ® Processes and Reports ® Submit Processes and Reports
Submit a New Request

21. Select Single Request and click on the [OK] button.

22. Select PSP: Liquidate Encumbrances for Employee Termination from the list of values for the Name field

23. Enter the parameters as follows:

Employee 1: Select employee from the list of values.
Termination Date 1: Enter 1^st employee's actual last day.
Employee 2: Select 2^nd employee from list of values.
Termination Date 2: Enter 2^nd employee’s actual last day.
Employee 3: Select 3rd employee from list of values.
Termination Date 3: Enter 3^rd employee’s actual last day.
Employee 4: Select 4^th employee from list of values.
Termination Date 4: Enter 4^th employee’s actual last day.
Employee 5: Select 5^th employee from list of values.
Termination Date 5: Enter 5^th employee’s actual last day.

24. Click on the [OK] button.

25. Click on the [Submit] button.

The first two requests in the example above (Request ID # 8838732 and #8838731) are the result of running this process. The acronym GOLDE (in the parameters for the Transaction Import) stands for Global Oracle Labor Distribution Encumbrances.

26. Close the Requests window and return to the Terminate window to finish terminating the employee.

27. Click on the [Terminate] button.

A caution message may appear similar to the following:

28. Click on the [OK] button.

29. Save your work.

30. Close Terminate form.

End Date Special Information Types (SIT)

If the employee had information in any of the following SITs, you must end-date them.

31. Click on the [Special Info] button.

Emp-Administrative Appt

32. Select Emp-Administrative Appt.

33. Click in the End Date field of the administrative appointment you wish to end and enter the last day of employment.

34. Save your work.

Emp-Committee

35. Select Emp-Committee.

36. Click in the End Date field of the committee appointment you wish to end and enter the last day of employment.

37. Save your work.

End Date Endowed Chair Information

If the employee held an endowed chair, you must end date the Endowed Chair record at the time of termination.

38. Click on the [Others...] button, select Extra Information from the list of values and click on [OK].

39. Ensure that Emp-Endowed Chairs is selected and click in the first Details field at the bottom of the form.

40. Complete the following fields.

Expected End Date: Delete date in this field. Leave blank.
End Date: Enter the date that the chair appointment is terminated.

41. Click on the [OK] button.

42. Save your work.

43. Close all forms and return to the Navigator.

Effective: 02/17/11

Revision: 13 wss

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