Termination, Benefited - DHR
Summary
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.
Body
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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Visit the Leaving Employment webpage for additional resources. A Termination Training Recording is also available here.
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Step One
- Before starting the benefited termination process, please ensure you have the resigning employees resignation letter (or any termination letter provided by Employee Relations) and Termination Leave Option Form.
- If the employee provided their resignation in an email, the email file can be attached during the termination details process.
Step Two
- If the employee being terminated currently supervises others, be sure to reassign their direct reports to a new supervisor before submitting the termination. This helps prevent workflow disruptions and ensures continuity in reporting relationships. Change direct reports QRG.
- If the department plans to refill the benefited position while the current incumbent is on Terminal Leave, please submit a request for a terminal leave position number prior to initiating the termination.
- Use the New Position Request – DHR QRG.
- The effective date of the new (terminal leave) position must be prior to the separating employee’s official separation date.
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.
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.
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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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Enter the employee’s last working day.
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Last Working Day
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Enter the employee’s last working day
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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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Please enter the employee’s accrual payout option (lump sum or terminal leave).
If the employee follows a non-standard schedule (outside the typical Monday–Friday, 8-hour workday), please clearly indicate their regular working days and the number of hours worked per day. (e.g., Tuesday–Saturday, 10 hours/day)
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- Next, add the employee’s resignation letter, Termination Leave Option Form & any other relevant documentation as attachments.
- 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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Terminations that involve the Terminal Leave option are not processed until the employee’s final working day. Lump Sum terminations are typically approved as soon as possible and will have a termination date assigned in HCM.
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Details
Details
Article ID:
157279
Created
Wed 8/20/25 9:50 AM
Modified
Tue 8/26/25 5:08 PM