Maintain - Make an Employee a Retiree

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Distribution

Chief Human Resource Officer

UVA HRMS Records Specialist

UVA HRMS Records Manager

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.

Terminate an Employee

5. Click on the [Others] button.

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

7. Complete the following fields:

Leaving Reason: Use the list of values to enter an appropriate Retirement reason.
Termination Dates Notified: Leave blank.
Termination Dates Projected: Leave blank.
Termination Dates Actual: Use the list of values to enter the last work day for the employee.
Last Standard Process Date: Will automatically populate when you click on the [Terminate] button.
Termination Dates Final Process: Leave blank. (The Final Process date will be completed only after the W-2 form for the final year of employment has been generated, or when an ex-employee is being rehired.)

8. Click on the [Terminate] button.

9. Click on the [OK] button for the caution message.

Enter Final Process Date

10. Complete the Final Process date field.

Enter the last day of the pay period following the termination. The actual end date and the final end date must be different.

11. Save your work.

12. Click on the [OK] button for the caution message.

13. Close the Terminate Window.

Date Track to Day After Termination

14. Click on the [Alter Effective Date] icon on the toolbar.

15. Enter the day after the employee was final terminated in the Effective Date field.

16. Click on the [OK] button.

Change Person Type to Retiree

17. Complete the following field:

Action: Use the down arrow to select "Create Employment" and then select "UVA Retiree".

18. Save your work.

19. Click on the [Update] button.

20. Click on the [OK] button.

21. Save your work.

22. Close all forms and return to the Navigator.

Effective: 05/17/05

Revision: 2 wss2d

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