SEPARATIONS. The Good, the Bad & the Ugly

Transcription

1 SEPARATIONS The Good, the Bad & the Ugly 1

2 INSTRUCTORS: Amy Arnold, HR Analyst Mayra Magana, Office Manager, Academic Personnel Jo Ann Stark, Payroll Analyst, Business & Financial Services Rushabh Pattani, HR Administrative Assistant and Unemployment Insurance. 2

3 ACADEMIC SEPARATIONS The important steps for when a faculty member leaves UCSB 3

4 SEPARATIONS RED BINDER VI-26 Senate Faculty Faculty member may only resign or retire at the end of the academic quarter.* October 31 February 28 June 30 (exception for retirement) No sick/vacation Faculty should notify department as far in advance as possible. Notification should be done in writing Forward copy to Dean s Office and Academic Personnel Emeriti status is obtain immediately for retired Associate and full Professors.

5 SEPARATIONS RED BINDER VI-26 All other academic employees (including students TAs, GSRs, and Assoc.) Academic year employees may only resign or retire at the end of the quarter with appropriate pay period end dates.* Depending on 9/9 or 9/12 status No sick/vacation No 72 hour paycheck Fiscal year employees may resign or retire at any time. Same as staff (Please see Staff PPS example) Summer session appointment: If employed in Spring quarter *

6 DEATH RED BINDER VI-26 What to do when a academic employee or emeritus faculty member passes away? Notify appropriate offices in a timely manner This insures proper dispersal of benefits to survivors and allows agencies to have up to date records. Procedures: Notify Chancellor, Associate Vice Chancellor for Academic Personnel, and the Vice Chancellor for Administrative Services and provide a brief biography. Notify the Benefits and Compensation Manager Update PPS Complete separation bundle

7 PPS EXAMPLE: FACULTY SEPARATION Reason Retirement When? Spring Quarter What will the separation date be? 06/29/2016

8 FACULTY APPOINTMENT

9 EXAMPLE: FACULTY SEPARATION ESEP

10 EAPP

11 DO NOT CHANGE BELI

12 PAN

13 PPS ACTIONS AFTER SEPARATION No further action needed in PPS if Faculty is simply separating and not returning. If there is a future appointment such as an Emeritus appointment critical PPS step to be followed.

14 CRITICAL PPS STEP If Faculty will be returning with an Emeritus appointment it is very important to let the separation bundle process and wait over night to do the re-hire bundle.

15 EMERITUS APPOINTMENT RED BINDER I-70 For PPS instructions for Emeritus appointment go to the AP website under FAQs: Payroll Personnel System How do I process a faculty separation and rehire as emeriti? Key Points Do Separation Bundle Make sure that all without salary appointments have been ended. Wait at least overnight to rehire Use rehire bundle EPER screen Hire date should be the start date of the emeriti appointment. Change BELI from 1 to 5 EAPP screen use for end date Time use W

16 RE-HIRE AREH

17 DATE OF HIRE / BELI CHANGE EPER

18 - PAN

19 IAPT

20 STAFF SEPARATIONS What to do when a staff member is leaving UCSB 20

21 STAFF SEPARATIONS If an employee s appointment and distribution end and that employee is not employed elsewhere on campus, that employee must be separated. Why do we have to separate employees who s appointments have ended? Benefit costs if an employee is not separated, there are benefit costs to the department. This includes the Affordable Care Act and whether an employee is eligible for benefits. Tax implications which can affect both the University and the employee. Unemployment Insurance considerations 21

22 REASONS FOR SEPARATIONS Resignation from the University University Retirement (see RASC) Transfer to Another Campus End of Limited Appointment Graduation Termination 22

23 DEPARTMENT PAPERWORK FOR SEPARATIONS If a voluntary resignation, the employee must offer a written resignation. The department should accept the resignation in writing. Parking Permit Cancellation Form (as applicable). Benefits (COBRA) Information. Cancellation form for other payroll deductions. Copy of IDOC from PPSY System for employee s own record. Unemployment Insurance Form. What should the Department update after the separation? Website information Directory Information Organization Charts Emergency Trees Items to obtain from Employee before separation? Resignation letter if applicable. Time Accrual Approval. Passwords or consent to access all electronically stored information. Password to voic . Keys, key cards, key fobs, etc. Parking Permit Flex Card Corporate Card Other items that may be in the possession of the employee. 23

24 IF SEPARATION IS NOT VOLUNTARY Release during probation Termination for cause Job Abandonment Layoff For these types of separations you will work closely with Employee and Labor Relations for the procedures required. 24

25 SEPARATIONS FORM PROCESSING Forms Processing When employee is RETIRING refer employee to RASC, or Applying for COBRA, or A non-retiring employee needs to settle his/her retirement plan account(s) Refer employee to HR Benefits Office! Leave Time Processing Pay out vacation and comp time balances. Do NOT pay out vacation if separation is actually a transfer to another UCSB department or another UC campus Important to use the correct reason when separating an employee transferring to another campus. If the correct separation reason is NOT used there is a negative impact on benefits, including retirement. IT Inter-location Transfer Only retirees may draw out vacation past last day of work Sick leave is not paid out - may be reinstated if rehired within a certain time period Check appropriate policy or contract 25

26 SEPARATION REASON CODES Please do not guess, throw a dart at the wall or make something up. The separation reason is important for benefits, unemployment eligibility, etc. This is especially true for retirements and intercampus transfers! If the correct code is not used, retirement, unemployment insurance, etc. may be impacted. For intercampus transfers, this might mean being put in to the incorrect retirement tier. 26

27 IMPORTANT DATES FOR STAFF SEPARATIONS The last day on pay status is the same as the separation date. Example: Last day on pay status is February 19, The separation date is February 19, EXCEPT FOR JUNE RETIREMENTS For June retirements there must be a one-day break in service between the last day on pay status and the retirement date. Ex: June retiree s last day on pay status is June 29, 2016, BUT the retirement date is July 1, EXCEPT FOR MEDICAL SEPARATIONS Medical Separations often will have a last day on pay status different from the separation date. Please work with Employee Relations/Labor and the Disability Coordinator with these cases. When separating employees make sure to enter the separation information into PPS as well as ending any current appointments and distributions. IF the appointment and distribution in your department ends but the employee is employed elsewhere on campus DO NOT SEPARATE THAT EMPLOYEE. Separation Actions: Separation Checklist: 27

28 INTERCAMPUS TRANSFERS FROM ONE UC TO ANOTHER 28

29 INTERCAMPUS TRANSFERS The current practice is to separate employees who are transferring to another campus. The PPS systems at each campus don t speak to each other. UCSB separates the employee using the correct separation code ( IT ) so PPS knows that the employee has not left the employ of UC, but has just changed campuses. When the employee begins work at the new campus (without a break in service), the new campus must hire the employee as a new hire. BUT all the hire date information both original and most recent remain the same as to the I9 and oath/patent. If an employee transfers to another University campus/medical center, a complete copy of the employee's personnel file, excluding specific documents referenced above, should be sent certified mail or FedEx delivered to the new location and supervisor. The home department on our campus retains the original file.) 29

30 SEPARATIONS - INACTIVE 4 MONTHS (AKA I4) I4 is bad PPS doesn t like I4 and neither do we! If an employee is not separated PPS eventually converts the employee status to Inactive. After four months the employee is designated as Inactive four months (I4) which makes performing any new action very difficult. Example: If a student assistants works Spring Quarter, not Summer Quarter, and plans to return in Fall, they will become inactive four months before the first paycheck in the Fall. Not separating an employee has an impact on PPS, taxes, and benefits eligibility. Yes, there is more paper work at the beginning of the quarter, but less headache than trying to re-employee an inactive employee. Impacts benefits the department will have to pay (or potentially pay) benefits for an employee who no longer works at UCSB. Affordable Care Act Tax implications for the employee. 30

31 REAL LIFE SCENARIO! A career staff employee submits a letter of resignation. There is a slight possibility the employee may remain in a limited appointment for a short period of time. Do you? Separate the employee, providing the 72-hour check, and then rehire the employee into the limited appointment? End the career appointment, create a limited appointment, and pay the 72-hour check when the employee resigns from the limited appointment? Not separate the employee, but provide the 72-hour check, and then hire the employee into the limited appointment? A current UCSB staff employee leaves the University. What do you do? New Hire? Rehire? Separation? Change of Appointment/Distribution? Need more information? A former UC employee returns to the University after 6 months. What do you do? After two years? New Hire? Rehire? Change of Appointment/Distribution? Need more information? 31

32 PAYROLL/ACCOUNTING The 72-Hour Check Process 32

33 PAYROLL SEPARATION FORM TO ACCOUNTING (72 HOUR CHECK) 33

34 UNEMPLOYMENT INSURANCE Termination Report 34

35 UNEMPLOYMENT INSURANCE BASICS Decisions regarding unemployment insurance claims are NOT made by the university. Each separation requires an Unemployment Insurance Termination Report to be filled out. Managers and Supervisors Separation Actions Unemployment Insurance UI Termination Report 35

36

37

38 WHAT SEPARATIONS LOOK LIKE IN PPS Or getting down to brass tacks! 38

39 SEPARATIONS ON THE WEB 39

40 AFTER CLICKING ON SEPARATIONS ON THE MAIN MENU PAGE, A PAGE COMES UP REQUESTING THE NAME OF THE EMPLOYEE TO BE SEPARATED. Type in the name, employee ID number or SSN Confirm that this is the correct person and click on Separations left side menu. 40

41 ENTER ALL THE REQUESTED INFORMATION LAST DAY ON PAY, SEPARATION DATE, ETC. 41

42 ONCE YOU COMPLETE THE SEPARATION PAGE And submit the separation action, please remember to return to the Entry Screens Menu and end both the appointment and distribution! End the Appointment and Distribution on the same date as the Separation. Make sure to change the Indefinite to a 42

43 SEPARATIONS IN CICS AFTER LOGGING IN Enter EEDB into the next function line At the function code menu type BUND into the next function line 43

44 AT THE BUNDLE MENU Click enter which brings you to the SEPR/Bundle Menu. Type SEPR and the name of the employee (or Employee ID No.) you are separating into the next function line and click enter. 44

45 CICS SEPARATION CON T. Enter the Last Day on Pay/Separation Date, the reason for separation, and destination if you know. Click F11 which takes you to the next page of information relevant to a separation. Type in the last day on pay in both the appointment and distribution. Remember to remove the I for indefinite (length of appointment). 45

46 CLICK THROUGH ALL OF THE SCREENS USING F11. The only screen that may need to be changed is the address screen. When you reach the end of the process at the Personnel-Miscellaneous screen, you will see there is no more F11. If your separation is complete meaning you have entered: The last day on pay status The separation date Removed the I for indefinite Updated the address as necessary Click F5 to update the action. 46

47 IF THERE ARE NO ERRORS You will be taken directly to the PAN notice. Fill in the PAN as required by your department. Some departments want a short description Others want a full and complete description of the action. Click F5 one more time to finalize the action and the employee is separated. 47

48 FINAL NOTES ON SEPARATIONS Remember on the Web Version of PPS, separations are a two step process: 1. Separation dates and reason 2. End both the appointment and distribution On the CICS Version of PPS, with the use of the Bundle, PPS walks you through all of the steps at the same time so once the record is updated you are done. 48

49 ANY MORE QUESTIONS? Just one more thing? 49

50 GREAT! 50

51 RESOURCES Who, What, Where 51

52 PPS CONTACTS HUMAN RESOURCES Amy Arnold, HR Analyst x4068 Edna Arellano, HR Analyst x4048 Rushabh Pattani, HR Admin Asst. X

53 PPS CONTACTS ACADEMIC PERSONNEL Mayra Magana, Office Manager General PPS questions Karen Moreno, Sr. Analyst x3445 x5429 Social Sciences, Creative Studies, Education, Academic Programs, Humanities & Fine Arts except depts listed below. Viktoriya Filippova, Sr. Analyst x5428 Physical Sciences, Bren School, Engineering, Depts of Art, Art History, Dramatic Art & Dance, Film & Media Studies, MATP 53

54 PPS CONTACTS ACADEMIC PERSONNEL, CONT. Billy Ko, Analyst x4441 Postdoctoral Scholars and Graduate Student employees. Joanna Kettmann, Analyst x5048 UCPath Project and Temporary Research appointments. 54

55 PPS CONTACTS - PAYROLL Jo Ann Stark, Payroll Analyst Joann.stark@bfs.ucsb.edu Lissett Gonzales, Payroll Assistant Lissett.Gonzales@bfs.ucsb.edu Heather Schonenbach, Payroll Assistant Heather.schonenbach@bfs.ucsb.edu x2219 x3792 x

56 ONLINE RESOURCES Human Resources PPS Information Managers/Supervisors Information Academic PPS FAQs onnel.system/ Business & Financial Services Payroll UCSB Data Warehouse UC Retirement Administration Service Center (RASC) 56

57 POLICY RESOURCES - STAFF Policy Covered Staff Personnel Policies for Staff Members (PPSM) Local Personnel Policies for Staff Members Sr. Management Personnel Policies Represented Staff Collective Bargaining Unit Contracts 57

58 POLICY RESOURCES - ACADEMIC Academic Academic Personnel Website Red Binder Campus AP policies & procedures Academic Personnel Manual (APM) UC-wide policies and procedures 58

59 SEPARATION CHECKLIST Separating Employee Checklist Guidelines for separation actions and forms Separation Payment Form ( 72-Hour Rule ) pdf Send to Payroll when complete Unemployment Insurance Termination Report df Send to Human Resources 59