Employee Termination

WyoCloud hcm

This guide will cover:

Completing a termination by ending an assignment for an employee within your Area of Responsibility.

This guide details the steps for completing this process using Decentralized Human Resources Representative WyoCloud access.

	If the employee needing termination is a supervisor, you must change their direct reports to another individual to ensure proper processing of approvals. This must be done PRIOR to submitting the termination.
	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.

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.

Step One

Upon logging into WyoCloud from WyoWeb, navigate to My Workforce using the Navigator bar in the upper left corner.

First click My Workforce to expand, then select Person Management within the navigator.

Step Two

Locate the employee who will be terminated.

The Person Management: Search page will display. Here you can search for all employees within your Area of Responsibility.
To search, enter at least one of the fields marked with a double asterisk (**). Name or Person Number are recommended.
To search for previous employees, check the Include terminated work relationships box and adjust the Effective As-of Date.
Click Search.

Once the desired employee is located, click their name from the search results.
- If the employee appears on the list multiple times, they have multiple assignments. Take care to ensure you select the correct assignment.

After clicking on the employee’s name, the Person Management: Manage Employment Page will be displayed.

Step Three

Select Edit then Update.

Step Four

In the Update Employment pop up window, enter in the following information:
- Effective Start Date: Enter when the assignment should be terminated.
- Action: End Assignment.
- Action Reason: Select Appropriate Action Reason.
Click OK.

Note: If this is the worker's only Assignment, you will receive the warning below to end their work relationship. Ending the work relationship will terminate the employee.

Click OK.

Note: If there are multiple assignments proceed to Step Seven.

Step Five

The Manage Work Relationship tab will open. Enter the Termination Details:
- Enter the Notification Date.
- Enter the Termination Date.
- Enter the Last Working Day (this should match the Termination Date).
- For benefited employees, enter in the Terminal Leave/Lump Sum choice for the employee in the Employer Comments field.

For benefited employees, it is required to that the Termination Leave Option form must be attached. Any associated letters of resignation should also be attached.
To attach documentation, click the plus icon (+) next to Attachments.

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.
- 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 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.

If the employee you are terminating has direct reports, an option to reassign these reports will appear below the Rehire Recommendation. DO NOT USE this feature, Manage Direct Reports should be used instead. Anytime a supervisor leaves, it is critical to complete this step to ensure no break in approval workflow.

Step Six

Scroll to the top of the Manage Work Relationship tab.
- Click the Review button.

Confirm all details are correct. Note, all approvers of the transaction can be found at the bottom of this screen.
If all details are correct, click Submit.

A Warning window will appear. You will always leave the Processing Option at the default of Immediate. Note: this refers to sending the transaction through for approvals, not system access.
Click Yes.

Step Seven: When Employees Have Multiple Assignments

Note: If an employee has multiple assignments and is ending only one of them, the individual will remain an active employee at the University. The following describes the end assignment process.