Employee Termination - DHR

hcm Termination dhr

This guide includes:

Person Management Application
Employee Search
Manage Employment
Terminate Work Relationship
Review Termination Details
Submit Termination Request
Multiple Active Assignments
- Primary Assignment

	This guide details steps using WyoCloud HCM DHR Access.
	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.
	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.
	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.
	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.
	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.
	Visit the Resignation/Termination Checklist webpage for additional resources. A Termination Training Recording is also available here.

Step One

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.

Screenshot 1

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

Screenshot 2

Click on the Person Management application.

Screenshot 3

Step Two

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.

Screenshot 4

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.

Screenshot 5

Step Three

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.

Screenshot 6

After clicking Update, an Update Employment pop-up window 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	Select the appropriate reason from the available drop-down menu.

When finished, click on OK.

Screenshot 7

	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.

Screenshot 8

If the employee has multiple active assignments, proceed to Step Seven: Multiple Active Assignments.
If not, continue to Step Four: Terminate Work Relationship.

Step Four

Terminate Work Relationship

After clicking on OK, the Terminate Work Relationship page will populate.
In the Termination Details section, please complete the following:

Action	The Action field automatically populates. Please ensure the correct Action is selected.
Reason	Select the appropriate reason from the available drop-down menu.
Notification Date	Use the calendar icon to select the appropriate date.
Termination Date	Use the calendar icon to select the appropriate date.
Last Working Day	The date should be the same as the Termination Date.
Date of Death	N/A
Employer Comments	For benefited employees, please enter the worker’s Terminal Leave/Lump Sum choice in the field.

Screenshot 9

Attachments

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.

Screenshot 10

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. The IT: Application Security Office should also be contacted in this circumstance.

Screenshot 11

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.

Screenshot 12

Reassign Line Reports

Please disregard the Reassign Line Reports section.
Use the Manager Changes for Direct Reports - DHR guide before submitting the employee termination request.

Step Five

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.

Screenshot 13

Step Six

Submit Termination Request

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

Screenshot 14

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

Screenshot 15

Step Seven

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.

Screenshot 16

Primary Assignment

	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.

Screenshot 17

After clicking Update, an Update Employment pop-up window 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	Select the appropriate reason from the available drop-down menu.

When finished, click on OK.

Screenshot 18

	The following Warning will appear, referring to the effective start date of the assignment’s inactive status. Click on OK to continue.

Screenshot 19

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.

Screenshot 20

After confirming the assignment information is correct (Current Value vs. Proposed Value), click on Submit.

Screenshot 21

	The following Warning will appear to confirm the submission. Click on Yes to proceed.

Screenshot 22

This completes the Decentralized Human Resources Representative (DHR) steps to terminate an employee within their Area of Responsibility (AOR) by ending an active assignment.

	If you have any questions, please contact HR Records at records@uwyo.edu.

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Employee Termination - DHR