This guide will cover:
- Completing a termination by ending an assignment for an employee within your area of responsibility.
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This guide details the steps for completing this process using Supervisor/Manager WyoCloud access.
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If the employee needing termination is a supervisor, you must change their direct reports to another individual to ensure proper processing of approvals prior to completing termination. See Changing Employee’s Manager Quick Reference Guide or the Appendix of Employee Termination DHR Quick Reference Guide.
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All terminations of Hourly Non-Benefited Employees must have a termination date of the final date of the pay period. See the Payroll Deadline calendar for these dates.
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If a department is refilling a position and needs to change the job title & grade of the position while the previous employee in the position is still on terminal leave, a terminal leave position number must be requested. This can be done using the Position Initiation and Modification Form found on the HR Classification and Compensation website.
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Step One
- Upon logging into WyoCloud from WyoWeb, navigate to My Team using the Navigator bar.
- First click My Team to expand, then click My Team within the navigator.
Step Two
- From the My Team page, locate the employee you are processing the termination on.
- Click the three dots to the right of the employee’s name.
- In the drop down, select Terminate (note, you may need to scroll within the drop down).
Step Three
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If the employee has multiple assignments, you will see an alert at the top of step 1 of the Terminate Work Relationships screen. Click Show Assignment Details to see additional assignments. Only proceed through the termination process IF all assignments report to you AND it is desired to end all assignments/employment with UW.
Work with the Decentralized Human Resources Representative (DHR) in your area to process terminations on employees when the above two items are not true.
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- In step one complete the following:
- Action: select most appropriate reason from drop down.
- Reason: select most appropriate reason from drop down.
- Notification Date: date notice of termination was given.
- Termination Take Effect: last working day of the employee.
- Click Continue.
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If the employee you are terminating has direct reports, you will be asked to reassign these reports in step one. See the Appendix for steps to complete this reassignment. Anytime a supervisor leaves, it is critical to complete this step to ensure no break in approval workflow.
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In Step two:
- The User Access section indicates if the user’s WyoCloud and other IT access should be revoked after termination or immediately. In most cases, after termination should be selected. Immediately should only be selected when the termination was for cause and all systems access should be removed immediately. The IT Application Security Office should also be contacted.
- Under Rehire Recommendation, use the drop down to indicate if you would recommend the employee for rehire. Please consult with Human Resources if you feel no should be selected.
- Much like providing an employment referral, the Recommendation for Rehire helps the HR department in following up on information for rehiring past employees. Typically, if someone is discharged for cause or provided very poor performance, you will want to provide this feedback to future possible hiring managers. Clicking No does not prevent the person from being rehired in the future, but allows the recruiter to gather importing decision making information on the candidate. The system will ask for your name so the recruiter knows who to contact.
- Last Work Day: at submission, this should match the Termination Take Effect date in step one. It should be the employee’s final day of work.
- Click Continue.
- In step three note any comments and/or attachments.
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For benefited employees the Termination Leave Option form is required to be attached. Please also indicate if the employee would like terminal leave or lump sum in the comments box.
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- Return to the top of the page and click Submit.
Appendix: Reassigning Reports
When processing a termination on a supervisor, it is critical that you reassign their reports to another individual. This can be a short term assignment while the vacancy is filled, however HCM requires all employees be assigned to a supervisor at all times. Follow these additional steps as progressing through the termination page:
- If an individual has direct reports in step one you’ll see additional questions to indicate why you are making the changes to direct reports.
- Complete this as well as the usual fields noted above, then click Continue.
- Proceed through step two as usual.
- There will be a new step three, Reassigning of Reports. In this section select all individuals you would like to reassign to a single person.
- At the bottom of the list of reports you will find the Change Manager to box, begin typing the name of the new manager in this box. As you type the system will search for the correct person.
- When the correct new manager is located, click on their name to select.
- Repeat this process to assign any remaining employees to another manager until all employees have been assigned a new manager.
- Once all employees have been assigned a new manager, click Continue.
- Complete the Comments and Attachments section as usual, being sure to attach the Termination Leave Option form for benefited employees.
- Return to the top of the page and click Submit to complete the termination.
You have completed the steps for employee termination.