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Exiting Employee Checklist

Exiting Employee Checklist

 

The checklist below is intended for general guidelines only.  Your ITC may supply slightly different instructions depending on their policies and procedures.  Please contact your ITC for their checklist. 

This checklist can be used when an employee is terminating their employment along with paying them for any work days but not yet paid and/or any accrued wages.

 1.  Update the Employee Record.

  • In the Termination Date field, enter a date equaling the last day the employee worked.

 2. Update the Position Record.

  • In the Stop Date field, enter a date equaling the last day the employee worked.

  • In the Separation Date field, enter a date equaling the last day the employee worked.

  • For EMIS purposes, verify and update (if applicable) the correct number of hours in the Hours In The Day field, the correct number of days in the Contract Work Days field, and the correct contract amount in the Contract Amount field. 

3. Update the Compensation Record.

  •  In the Compensation Stop Date and Calendar Stop Date fields, enter a date equaling the last day the employee worked. This will stop counting ODJFS weeks and retirement days.  Make sure there is a Calendar Stop Date on all Compensations no longer used, with active calendars, including archived compensations.

  • Uncheck the Stretch Pay box (if applicable) and click on Save.

 4.  Update any Payroll Item Records.

  • Make any necessary adjustments to any Payroll Items.

  1. Manually calculate the amount owed to the employee and process the employee’s final pay.

  • If employee is stretch paid (the Stretch Pay box has been marked), go to Payroll Payments - Future/Payroll Payments - Current and create a record using the Pay Type of ‘Pay Off Accrued Wages’. 

  • Enter a MIS pay type for vacation payouts (if applicable), usually retirement is not withheld on this payment

 5.  After last pay is completed for the employee, Update the Payroll Items Records to add a Stop Date.

  • Go to the employee’s dashboard and select Payroll Items.

  • Click on the Mass Change option.

  • Import the Payroll Item Stop Date Mass Change definition.

  • Enter the Stop Date in the Mass Change Definition using the last Pay Date.

  • Execute the Mass Change program.

Or

  • Manually enter a date in the Stop Date field on all Payroll Item records.

  1. Uncheck Positions>'Eligibility Flags' for leaves.

  2. Discuss how the employee will receive their W2

    1. For ESS districts, if receiving a digital W2 form and will want a paper copy, go to ESS and have the employee check the ‘Revoke Consent to Receive Digital Only W2’ box.

  3. After employee has been through one EMIS reporting collection, Uncheck ‘Employee>'Report to EMIS’ checkbox

    • After employee has been reported with a Separation Date and Separation Reason (located on the Position record) through one EMIS reporting collection, unmark the Employee>Report to EMIS checkbox.

    • NOTE: Do not archive employee until final reporting window for EMIS has been reported for that Fiscal Year.

  4. Update Employee record

    • After the employee has been paid, in the Termination Date field, enter a date equaling the last day the employee worked.