Termination, Benefited - DHR

This guide includes:

 

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This guide details steps using WyoCloud HCM DHR Access.
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If you do not see the steps within this guide, your WyoCloud HCM DHR Access Training is most likely incomplete. Please contact hr@uwyo.edu to initiate a new DHR process.
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The steps in this guide apply when a Decentralized Human Resources Representative (DHR) terminates an employee within their Area of Responsibility (AOR) by ending an active assignment.
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If the terminated employee is a manager with direct reports, you must change their direct reports to another individual before submitting the employee termination request. Use the Manager Changes for Direct Reports - DHR guide.
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If a department is refilling a benefited position while the incumbent is on Terminal Leave, a Terminal Leave position number must be requested before submitting the employee termination request and with an effective date before the actual termination date. Use the New Position Request – DHR guide.
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Visit the Leaving Employment webpage for additional resources.  A Termination Training Recording is also available here.

 

Step One

Documents to Include

  • Before starting the benefited termination process, please ensure you have the resigning employees resignation letter (or any termination letter provided by Employee Relations) and Termination Leave Option Form.
    • If the employee provided their resignation in an email, the email file can be attached during the termination details process.

 

Step Two

Pre-Termination Transactions

  • If the employee being terminated currently supervises others, be sure to reassign their direct reports to a new supervisor before submitting the termination. This helps prevent workflow disruptions and ensures continuity in reporting relationships.  Change direct reports QRG.
  • If the department plans to refill the benefited position while the current incumbent is on Terminal Leave, please submit a request for a terminal leave position number prior to initiating the termination.
    • Use the New Position Request – DHR QRG.
    • The effective date of the new (terminal leave) position must be prior to the separating employee’s official separation date.

 

Step Three

Select Employee for Termination

  • After logging into WyoCloud, click on the Navigation Menu designated by the 3-horizontal lines in the upper left-hand corner.

 

  • Click on the drop-down arrow next to the My Workforce module.

 

  • Click on the Person Management application.

 

  • After clicking on the Person Management application, the employee Search page will populate.
    • The employee Search page will enable you to search for all workers within your Area of Responsibility (AOR).
  • Enter the appropriate value in the Name or Person Number field. 
  • When finished, click on Search.

 

  • Click on the Name of the correct employee from the Search Results.

 

Step Four

Employment Screen

  • After clicking on the correct Active assignment, the Employment page will populate.
  • Click on Edit, and then click on Update from the available drop-down menu.

 

  • After clicking Update, an Update Employment dialog box will appear.
  • Please complete the following:

 

Effective Start Date

Use the calendar icon to select the date the assignment should be terminated.

Action

End Assignment

Action Reason

Leave blank

  • When finished, click on OK.

 

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The following Warning will appear, stating that you must terminate the work relationship instead. Click on OK to continue.

 

  • After clicking OK, you will be taken to the Terminate Work Relationship page.

 

Step Five

Terminate Work Relationship Page

  • In the Termination Details section, please complete the following:

 

Action

Automatically populates as “Resignation”.  Please use drop down menu to select appropriate action.

Reason

Select the appropriate reason from the drop-down menu.

Notification Date

Enter the date the employee submitted their resignation letter or informed management.

Termination Date

Enter the employee’s last working day.

Last Working Day

Enter the employee’s last working day

Date of Death

Only enter if applicable.

Employer Comments

Please enter the employee’s accrual payout option (lump sum or terminal leave).

 

If the employee follows a non-standard schedule (outside the typical Monday–Friday, 8-hour workday), please clearly indicate their regular working days and the number of hours worked per day. (e.g., Tuesday–Saturday, 10 hours/day)

Attachments

  • Next, add the employee’s resignation letter, Termination Leave Option Form & any other relevant documentation as attachments.

 

User Access

  • In the User Access section, please select when the employee’s WyoCloud access should be canceled.
    • In most cases, After Termination is the appropriate option.
    • Immediately should only be selected when the termination was for cause, and all access to campus systems must be canceled immediately.

Rehire Recommendation

  • In the Rehire Recommendation section, click on the drop-down arrow and select the appropriate option from the available menu.
    • If an employee was terminated for cause or because of extremely poor performance, this information is helpful for HR and future hiring managers.
    • Selecting No, however, does not prevent the individual from being rehired at UW. Instead, the system will ask for your information as a reference for any HR and future hiring manager questions.

Step Six

Review Termination Details

  • After entering the Termination Details, click on Review at the top of the page to ensure the information is complete and accurate.

Step Seven

Submit Termination

  • After you have confirmed the Termination Details are correct, click on Submit.

 

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The following Warning will appear, referring to termination Processing Options. Confirm Immediate is selected, and then click on Yes to proceed.

 

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Terminations that involve the Terminal Leave option are not processed until the employee’s final working day.  Lump Sum terminations are typically approved as soon as possible and will have a termination date assigned in HCM.
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If you have any questions, please contact HR Records at records@uwyo.edu.

 

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