Termination Checklist

Purpose:  Use this document as a reference t ensure that all employment termination tasks are considered and completed when terminating an employee in PeopleSoft.

Audience:  ctcLink Human Resource, Benefits and Payroll Administrators

Administer Workforce

Q:  Has the correct Action and Reason been entered into PeopleSoft?

Navigation:  Main Menu > Workforce Administration > Job Information > Job Data


Q:  Has the employees’ termination date been entered as the first day when the employee will no longer be an employee,  NOT the last day worked?

Navigation:  Main Menu> Workforce Administration> Job Information> Job Data> Effective Date


Q:  Has the employees mailing address been confirmed in case final payout is made via check?

Navigation:  Main Menu> Workforce Administration> Personal Information> Biographical> Modify as Person - Contact Information Tab



If continuing employment changes, review all jobs associated with a single Empl. ID.

Q:  Is the person still benefits eligible?

Navigation: Main Menu> Workforce Administration> Job Information> Job Data


Q:  If still in employment status, and benefits eligible, has another job been reset as Primary to continue benefits?

Navigation:  Main Menu> Workforce Administration> Job Information> Job Data  Job Indicator


Q:  Does the person need to be switched to Benefit Program SB0 (No Benefits), SB1 (Full Benefits), or SB2 (Partial Benefits)?

Navigation:  Main Menu> Benefits> Enroll in Benefits> Assign to Benefits Program


Q:  Has the CTC_HR_Separation_Report been run after completion of termination activities to ensure that all deductions for termed employee has ceased?    

Navigation: Main Menu>Reporting Tools>Query>Query Viewer


Q:  Have all benefits (other than Health, Dental and Smoking Surcharge) been end-dated and terminated through the running of the “Auto-Enrollment” process?

NOTE:  This process is run twice a month by the ERP Support Group in Olympia, on the evening before payroll confirmation, The effective date will be set for the 1st of the next month.  Also note that the Auto-Enrollment process changes the benefit program to SBO, the program for benefit ineligible employees. This is done so that if the employee is rehired, old benefit enrollments and deductions will not automatically restart.  Have the Medical Aid Employee (EE) & Employer (ER) General Deduction been end-dated in PeopleSoft?  

Navigation:  Main Menu> Payroll for North America> Employee Pay Data USA> Deductions> Create General Deduction  Med Aid ER/EE Deduction Details


Q:  Have HCA Benefits been entered as ended in PAY 1 (FUZE)?  Has the Unpaid Leave Balances Report (CTC_UNPAID_LEAVE) been run to identify all outstanding leave balances?    

Navigation:  Main Menu> Reporting Tools> Query > Query Viewer


Q:  Have balances been zeroed out after running the entitlement process?  

Use the “Correcting or Reversing Leave Balances” QRG.


Q:  Have you checked your Payroll Processing Errors against future dated transactions submitted and approved prior to termination?  If you see any future dated leave transactions, those transactions must be deleted from Unprocessed Payable Time.

Navigation:  Time and Labor > View Time > Unprocessed Payable Time


Q:Has an Off Cycle Calculate Absence and Payroll been run for final payout of sick and vacation days (if appropriate)?

Navigation:  Global Payroll & Absence Mgmt>Absence and Payroll Processing>Calculate Absence and Payroll


Q:  If Shared Leave has been donated, have any remaining balances been returned to donation source/s, and at their correct value/s?  Use the “Correcting or Reversing Leave Balances” QRG.

Navigation:  Main Menu> Global Payroll & Absence Management > CTC Custom > Shared Leave


Time and Labor

Q:  Has the Separation Report been run to identify all Separations for the time period in question?

Navigation:  Main Menu> Reporting Tools> Query> Query Viewer - CTC_HR_SEPARATION



NOTE:  Colleges create their own processes for terminating employee system security.

Q:  Ending system access for a terminated employee?

Main Menu> PeopleTools> Security> User Profiles> Distributed User Profiles Check the “Account Locked Out” box.  (College Security Administrator Role Only)


Q?:  Changing system security access based on a change in job and/or related role?

College Security Administrator Role Only.