Employee Termination

Tags 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 Supervisor/Manager 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 prior to completing termination. See Changing Employee’s Manager Quick Reference Guide or the Appendix of Employee Termination DHR Quick Reference Guide.

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 Team using the Navigator bar.

  • First click My Team to expand, then click My Team within the navigator.


Step Two

  • From the My Team page, locate the employee you are processing the termination on.
  • Click the three dots to the right of the employee's name.

Only complete a termination as a manager/supervisor when you are certain the employee only has one assignment as it terminates the entire work relationship with UW. 

Work with the Decentralized Human Resources Representative (DHR) in your area to process terminations on employees with multiple assignments.

  • In the drop down, select Terminate (note, you may need to scroll within the drop down).


Step Three

Complete the Terminate Work Relationship screen.

  • The following fields are required under Termination Details:
    • Action: select most appropriate reason from drop down
    • Reason: select most appropriate reason from drop down
    • Notification Date/Termination Date/Last Working Day (Termination and Last Working Day should match)
    • Employer Comments: For benefited employees, indicate if employee would like terminal leave or lump sum.
    • Attachments: attach copy of resignation letter. For benefited employees, the Termination Leave Option form must be attached.

  • 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.  Please consult with Human Resources if you feel no should be selected. 
    • 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. See the Appendix for steps to complete this reassignment.  Anytime a supervisor leaves, it is critical to complete this step to ensure no break in approval workflow.

Step Four

  • After all information is completed, select Review from the top of the page.

  • Once you have reviewed and made sure all the information is 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.


Appendix: Reassigning Reports

When processing a termination on a supervisor, it is critical that you reassign their reports to another individual.  This can be a short term assignment while the vacancy is filled, however HCM requires all employees be assigned to a supervisor at all times.  Prior to reviewing and submitting the termination, complete these steps:

  • If an individual has employees who report to them, you will see the option to Reassign Line Reports at the bottom of the Termination Details screen. Click the arrow to the left of Reassign Line Reports to expand the option.

  • You have two options, reassign all of the reports to one person or reassign reports to multiple persons.
  1. Reassign all reports to one person: Ensure the box to the left of all employees is checked then add the new manager’s name to the Proposed Manager field, searching using last name first.
  2. Reassign reports to multiple persons: Use the Name field to the right of each report.  Update each field to desired new manager’s name, searching using last name first.

  • Proceed with Step 4 to complete initiating the termination.

You have completed the steps for employee termination.

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Article ID: 69435
Wed 1/2/19 7:37 AM
Sat 6/29/19 12:04 PM

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