Employee Termination - 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.

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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.

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Visit the Resignation/Termination Checklist webpage for additional resources.

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.

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

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  • Click on the Person Management application.

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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.

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  • 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.

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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.

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  • 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.

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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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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.

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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.

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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.

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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.

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Reassign Line Reports

 

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.

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Step Six

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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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.

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Primary Assignment

 

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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:

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.

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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.

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  • 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.

 

 

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

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Details

Details

Article ID: 69711
Created
Sat 1/5/19 9:10 AM
Modified
Mon 6/17/24 3:17 PM