This guide includes:
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Use this guide to terminate Graduate Assistants, Monthly Pooled Positions and Temporary Lecturers.
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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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All Graduate Assistants, Monthly Pooled Positions and Temporary Lecturers must have a termination effective date that corresponds with the last day of the month in which they performed work. (please see Step Two).
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A Termination Training Recording is also available here.
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Step One
- There are no documents required for a salaried non-benefited termination.
Step Two
- The termination effective date for a salaried non-benefited employee must align with the last working day of the month in which they performed work
- You will need to find the employee’s salary end date.
- Navigate to the employees Change Salary page.
- 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
- When the employee’s information appears, click on the Actions drop down, open the Compensation section, select Change Salary.
- Find the salary end date. This is the last time the employee was paid for this assignment, and this should be your termination effective date.
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FYI - A termination effective date in the middle of the month will prorate an employee’s monthly stipend.
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- If an employee never began work and therefore did not perform any hours of service, the termination date may be set at their original start date.
- If an employee began work but could not complete the I9 verification process, the termination date must reflect their last day worked.
- If an employee’s work visa is expiring, the termination date can be the employee’s visa expiration date.
- If the employee’s final monthly stipend should be prorated, you can use the employee’s last working day as their termination effective date.
- IF THE EMPLOYEE’S TERMINATION DATE IS IRREGULAR, PLEASE PROVIDE COMMENTS EXPLAINING THE SITUATION AND INDICATE WHETHER THE MONTHLY STIPEND SHOULD BE PRORATED OR PAID IN FULL.
Step Three
- 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.
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IF THE EMPLOYEE HAS MULTIPLE ACTIVE ASSIGNMENTS, YOU WILL NEED TO SUBMIT AN END ASSIGNMENT (PLEASE SEE STEP EIGHT). A TERMINATION FOR AN EMPLOYEE WITH MULTIPLE ASSIGNMENTS WILL END ALL ASSIGNMENTS
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Step Four
- 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:
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Effective Start Date
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Use the calendar icon to select the date the assignment should be terminated.
Salaried non-benefitted employees must have a termination effective date that corresponds with the last day of the month in which they performed work. (please see Step Two).
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Action
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End Assignment
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Action Reason
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Leave blank
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- 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.
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- After clicking OK, you will be taken to the Terminate Work Relationship page.
Step Five
- In the Termination Details section, please complete the following:
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Action
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Automatically populates as “Resignation”. Please use drop down menu to select appropriate action.
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Reason
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Select the appropriate reason from the drop-down menu.
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Notification Date
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Enter the date the employee submitted their resignation letter or informed management.
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Termination Date
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Salaried, non-benefited employees must have a termination effective date that corresponds with the last day of the month in which they performed work. (please see Step Two).
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Last Working Day
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Enter the same date as the employee’s termination date.
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Date of Death
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Only enter if applicable.
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Employer Comments
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Comments are only required if an irregular termination date is used (see Step Two).
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- 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.
- 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
- After entering the Termination Details, click on Review at the top of the page to ensure the information is complete and accurate.
Step Seven
- 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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Step Eight
The following applies to employees with multiple active assignments on campus and only one position is being terminated.
- After clicking on the correct Active assignment, the Manage Employment page will populate for the worker.
- The employee’s name will be listed at the top of the page.
- Click on Edit, and then click on Update from the available drop-down menu.
Primary Assignment
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The following Error message will appear if this is the employee’s primary work assignment. In this event, the DHR must email HR Records at records@uwyo.edu requesting a change to the individual’s primary assignment indicator before continuing. Click on OK to acknowledge.
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- After clicking Update, an Update Employment pop-up window will appear.
- Please complete the following:
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Effective Start Date
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Use the calendar icon to select the date the assignment should be terminated.
Salaried, non-benefited employees must have a termination effective date that corresponds with the last day of the month in which they performed work. (please see Step Two).
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Action
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End Assignment
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Action Reason
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Select the appropriate reason from the available drop-down menu.
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- When finished, click on OK.
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The following Warning will appear, referring to the effective start date of the assignment’s inactive status. Click on OK to continue.
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- After clicking OK, the Edit Employment: End Assignment page will populate.
- Click on Review at the top of the page to ensure the assignment information is accurate.
- After confirming the assignment information is correct (Current Value vs. Proposed Value), click on Submit.
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The following Warning will appear to confirm the submission. Click on Yes to proceed.
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If you have any questions, please contact HR Records at records@uwyo.edu.
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