9.2 Termination Checklist Navigation

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

Audience:  ctcLink Human Resource, Benefits and Payroll Administrators.

Termination Checklist

Administer Workforce

  1. Q:  Has the correct Action and Reason been entered into ctcLink?

Navigation:  NavBar > Navigator > Workforce Administration > Job Information > Job Data

  1. 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:  NavBar > Navigator > Workforce Administration > Job Information > Job Data > Effective Date

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

Navigation:  NavBar > Navigator > Workforce Administration > Personal Information > Biographical > Modify as Person - Contact Information Tab 

Benefits

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

  1. Q:  Is the person still benefits eligible?

Navigation: NavBar > Navigator > Workforce Administration > Job Information > Job Data

  1. Q:  If still in employment status, and benefits eligible, has another job been reset as Primary in the Job Indicator field to continue benefits?

Navigation:  NavBar > Navigator > Workforce Administration > Job Information > Job Data  

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

Navigation:  NavBar > Navigator > Benefit s> Enroll in Benefits > Assign to Benefits Program

  1.  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: NavBar > Navigator > Reporting Tools > Query > Query Viewer

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

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

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 ctcLink?

  1. 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:  NavBar > Navigator > Reporting Tools > Query > Query Viewer

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

Use theCorrecting or Reversing Leave BalancesQRG.

  1. 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:  NavBar > Navigator > Time and Labor > View Time > Unprocessed Payable Time 

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

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

  1. 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:  NavBar > Navigator > Global Payroll & Absence Management > CTC Custom > Shared Leave 

Time and Labor

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

Navigation:  NavBar > Navigator > Reporting Tools > Query > Query Viewer - CTC_HR_SEPARATION

Security

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

  1. Q:  Ending system access for a terminated employee?

NavBar > Navigator > PeopleTools > Security > User Profiles > Distributed User Profiles

Check the “Account Locked Out” box.  (College Security Administrator Role Only).

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

College Security Administrator Role Only.  

  1. The process to review the termination checklist is now complete.
  2. End of procedure.

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