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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All employee termination requests for Hourly Non-Benefited Employees must have a termination date that coincides with the UW Payroll Deadlines: Time Period End Date.
Salaried, non-benefited, employees (Temporary Lecturers, Graduate Assistants, Monthly Pooled Position) need to have a termination/end assignment effective date on the final day of their working month.
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Visit the Resignation/Termination Checklist webpage for additional resources. A Termination Training Recording is also available here.
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Person Management Application
- After logging in to WyoCloud HCM, 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.
Employee Search
- 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.
- If the employee has multiple assignments, their name will be listed for each campus position.
- Please ensure you select the correct Active assignment.
Manage Employment
- 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.
- 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.
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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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If this is the employee’s only active assignment, the following Warning will appear, stating that you must terminate the work relationship instead. Click on OK to continue.
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Terminate Work Relationship
- After clicking on OK, the Terminate Work Relationship page will populate.
- In the Termination Details section, please complete the following:
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Action
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The Action field automatically populates. Please ensure the correct Action is selected.
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Reason
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Select the appropriate reason from the available drop-down menu.
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Notification Date
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Use the calendar icon to select the appropriate date.
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Termination Date
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Use the calendar icon to select the appropriate date.
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Last Working Day
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The date should be the same as the Termination Date.
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Date of Death
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N/A
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Employer Comments
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For benefited employees, please enter the worker’s Terminal Leave/Lump Sum choice in the field.
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- In the Attachments section, upload any pertinent documentation concerning the termination.
- Click on the plus sign (+) to upload documents.
- The Termination Leave Option Form must be attached if this is a benefited employee.
- 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. The IT: Application Security Office should also be contacted in this circumstance.
- 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.
- After entering the Termination Details, click on Review at the top of the page to ensure the information is complete and accurate.
Submit Termination Request
- 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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Multiple Active Assignments
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.
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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.
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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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This completes the Decentralized Human Resources Representative (DHR) steps to terminate an employee within their Area of Responsibility (AOR) by ending an active assignment.
