TERMINATING AN EMPLOYEE JOB - hr.wayne.edu · NOTE: If the reason for the TERM-E is an employee’s...

Job Aid Termination of all WSU Employment – TERM-E

Termination of All WSU Employment, TERM-E Version 1.2

Wayne State University -2- March, 2008

TERMINATION OF ALL WSU EMPLOYMENT, TERM-E

Welcome to the TERM-E module. In this module, we will: • Define TERM-E. • Discuss the overall process for completing the TERM-E transaction. • Identify the documentation requirements for a TERM-E transaction. • Perform the steps to complete the TERM-E EPAF transaction.

TERM-E is the Approval Category used to terminate an employee when the employee will no longer have any assignments at WSU.

NOTE: If the employee has multiple jobs, all but the last need to be terminated using TERM-J – the approval category used to terminate an assignment when the job change reason code is TERMI and there are other WSU assignments. Then, terminate the remaining position using TERM-E.

The overall process for processing a TERM-E EPAF transaction appears below.


DOCUMENTATION Before you enter the transaction in EPAF, you must compile the appropriate paperwork. Examples of TERM-E documentation include:

• Termination Letter(s). • Last Day of Work form. • Items supporting release for cause.

NOTE: If the reason for the TERM-E is an employee’s death, the Last Day of Work should be the actual date of death. For example, if an employee dies at 1:01 A.M. on a Thursday, the Last Day of Work is the same day, Thursday. NOTE: A hard copy of the Last Day of Work form MUST be provided to Payroll. The specific steps for completing this EPAF transaction follow. STEP 1 Sign On to EPAF Compile documentation related to the TERM-E transaction. 1) Login to Pipeline at Pipeline.wayne.edu.

2) Click the Employee tab.



3) Click Employee Self Service

4) Click More Employee Services

5) Click Electronic Personnel Action Forms.

6) Click New EPAF.

The New EPAF Person Selection screen appears.



STEP 2 New EPAF Person Selection

1) Enter the employee’s Banner ID or Access ID and TAB to the Query Date field. NOTE: Always check to be sure you have entered the appropriate ID!

2) In the Query Date field, leave the default date (unless instructed otherwise) and

press TAB.

3) In the Approval Category field, click the down arrow and select Termination of all WSU Employment, TERM-E.

4) Click Go. The New EPAF Job Selection screen appears.



STEP 3 New EPAF Job Selection

1) Under Existing Jobs, click the Number and Title of the assignment being

terminated. NOTE: Do NOT enter anything under “New Job.” NOTE: If the employee has multiple assignments, you must complete a TERM-J for all but one. Then, you may perform the TERM-E on the last assignment.

The Electronic Personnel Action Form screen appears. NOTE: You will receive an error if you haven’t set your default routing queue. Follow the prompts to do this and then continue with the transaction.

2) Scroll down until all fields under Termination Information - End NBAJOBS

Assignment are visible.



STEP 4 Termination Information Ending NBAJOBS Assignment

1) In the Job Change Reason field, click the arrow at the right of the field and select

the appropriate code.

2) In the Personnel Date field, enter the actual date this personnel action occurs or should have occurred. This date is likely to be the last day the employee works.

3) The Jobs Effective Date entry is automated to display the last paid date. You CANNOT change this date. As the popup message says, the “transaction MUST be approved and applied no later than 5:00 p.m. on the last weekday of the current pay period or the transaction will fail.”

NOTE: The Last Paid Date is shown at the top right corner of the TERM-E screen. NOTE: If you are uncertain about the personnel date, contact your central office or HR Representative.

NOTE: If applicable, the Contract End Date will automatically change to match the personnel date.

4) Scroll down until all fields under Termination Code and Date Information-End

WSU Employment are visible.



STEP 5 Termination Code and Date Information-End WSU Employment

1) In the Term Reason Code field, click the down arrow and select the appropriate

termination code. 2) The Termination Date defaults to a date one day later than the Personnel Date.

Do NOT change this field.

3) A checkbox will appear if the employee is eligible for sick bank and/or vacation bank payoff. Click the box or boxes next to the payoffs that the employee is eligible to receive.

NOTE: Be sure to add comments for Payroll detailing how the payoff is to be disbursed. For example, “Payroll: Sick Bank payoff at 80%.”

4) Scroll down until all fields listed under Routing Queue are visible.



STEP 6 Routing Queue

The routing queue initially appears displaying the default approval (review) levels required by the transaction. However, you may also add to this list. 1) Select additions to the required Approval (review) Level(s) by clicking the down

arrow at the right of the Approval Level field.

2) If you added an approval level(s), enter the AccessID(s) for the approval level(s) under User Name.

3) If you added an approval level(s), enter the Required Action for the approval level(s) under Required Action.

NOTE: If more than 9 approval levels are required, click Save and Add New Rows and then enter any additional approval level information.

Scroll down until the Comment box is visible.



STEP 7 Comment Box

1) Enter any comments that are relevant to the current transaction in this box.

2) Click Save.

NOTE: Comments cannot be deleted. Be sure you are satisfied with comments before saving, or you will have to delete the transaction to get rid of them. NOTE: Keep all comments professional. For all comments, ask yourself, “Will these comments pass a legal review?”



STEP 8 Error Messages

1) If there are errors, you will get a message specifying which errors have occurred.

2) Go to the section and field where errors have occurred and make the required

corrections. Then, click Save again.

STEP 9 Submit the Transaction for Approval

1) Click Save. 2) Click Submit.

NOTE: For those vacation and/or sick bank boxes you checked, a comment is now created indicating that the employee may require vacation and/or sick bank payout. Click the yellow icon to the right of the comment box to view these comments. NOTE: You MUST click Submit to place the transaction in the Routing/Approval queue. Once the transaction has been successfully submitted, it is placed in the Routing/Approval Queue pending approval.

At the bottom of the screen is the Transaction History section. This section shows when the transaction was created and submitted, and by whom.



The Originator Summary History indicates that its status is Pending. This means it’s moved up the routing queue and is ready for the next required action.

To review the transaction, update it to make changes if it’s returned for correction, or void it, click the name or transaction number. This will display the transaction in its entirety.



When a transaction is submitted, the “Current” Approver Summary shows that there is a required action that needs to be completed. In this example, the required action is Approve. The Approver can click the Name of the individual employee to preview the transaction.




By previewing the transaction, the Approver can review the data for accuracy and completeness. He or she can Approve the transaction and move it up to the next level in the routing queue, or Return it for Correction if there are errors the Originator needs to correct.

Other options include Disapprove and More Info. Do NOT use Disapprove unless you do NOT want the transaction to occur at all. More Info indicates More Information. Use this if you want to indicate that you are gathering more information prior to making your decision.

This completes the TERM-E module. In this module, we:

• Defined TERM-E. • Discussed the overall process for completing the TERM-E transaction. • Identified the documentation requirements for a TERM-E transaction. • Performed the steps to complete the TERM-E EPAF transaction.

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TERMINATING AN EMPLOYEE JOB - hr.wayne.edu · NOTE: If the reason for the TERM-E is an employee’s...

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