separations the good, the bad & the ugly - ucsbhr.ucsb.edu/sites/ · 2017-07-18 · separations...
TRANSCRIPT
SEPARATIONS The Good, the Bad & the Ugly
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INSTRUCTORS:
Amy Arnold, HR Analyst
Andrea Dittman, Office
Manager, Academic Personnel
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EMPLOYEES’ QUESTIONS – STAFF Inquiring minds want to
know!
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SEPARATIONS - RETIREMENTWhat day do I use for a retirement in June?
Generally when an employee retires in June, the official retirement date is July 1. But that leaves the question of what day to use for a retiree’s separation date.
The general rule is that the separation date for an employee retiring in June is the day before the last working day in June.
This is allows a retiring employee to receive an inactive Cost of Living increase (COLA) upon retirement.
As an example, an employee is retiring in June 2017. The day before the last working day in June 2017 is June 29, 2017 (June30 being the last working day).
If a retiree has accrued vacation and wishes to use that accrued vacation the last day on pay would remain the same, June 29, 2017, but the retiree’s last day at work would be different.
As an example, an employee retiring in June 29, 2017 and rather than taking the cash pay out for 14 days of accrued vacation,the employee opts to use that vacation up to the last day on pay. In this example, the employees last day at work would be June8, 2017, vacation from June 9 through June 29, 2017, separation on June 29 as the last day on pay, and retirement on July 1, 2017.
This use of accrued vacation applies to retirees and only retirees.
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APPOINTMENTS WITH END DATESWhy do I separate an employee with an end date?
When an appointment and distribution have an end date it is important to separate the employee if: The appointment is not continuing
The appointment is not continuing and the employee does not work elsewhere on campus
It is important because, if the employee is not separated from PPS the following may possibly occur:
The department will continue to pay benefits for that employee
The employee will continue to be paid (if the employee is R-Exception paid)
Tax implications for both the employee and the University
Also, if the employee is NOT separated, PPS will deem that person inactive, but that doesn’t stop any of the above from happening, and if PPS automatically separates the employee, it makes any rehire of the employee very difficult with the increased opportunity for duplicate employee ID numbers.
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SEPARATION & VACATION HOURS
What to do when there are vacation hours to be paid and the timecard does not match PPS?
If this occurs, look at data warehouse to reconcile the timecard and PPS. This research should help you resolve the discrepancy.
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SEPARATION & BELI
How is the BELI impacted by separation?
First, all employee benefits are in effect until the end of the month in which the employee is separated.
UNLESS an employee is retiring and then benefits continue for an extra month.
If an employee is separating from UC and moving on to a different path – retiring or not – please do not change the BELI.
Once the separation is processed, PPS ‘knows’ what to do with the benefits.
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STUDENT SEPARATIONS
If an employee – including student employees - is not separated at the conclusion of their appointment even though they will eventually be inactive for four months in the system (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.
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‘UN’SEPARATIONS
Do not do it! If an employee’s appointment ends with the University that employee should be separated even if they plan to return at some point.
IF the employee returns to UC and you need to process a rehire DO NOT REMOVE THE SEPARATION DATE. Simply process a rehire.
If you remove the separation date, the employee appears as inactive and PPS will treat the employee as being separated I4 (Inactive for four months).
It is much easier to process a rehire than deal with rehiring an employee who was separated I4 (Inactive for four months) by the system. See the above slide.
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STAFF SEPARATIONSWhat to do when a
staff member is leaving
UCSB
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STAFFSEPARATIONS
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
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REASONS FOR SEPARATIONS
Resignation from the UniversityUniversity
Retirement (see RASC)
Transfer to Another Campus
End of Limited Appointment
Graduation
Termination
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What should the Department update after the
separation? Website information
Directory Information
Organization Charts
Emergency Trees
DEPARTMENT PAPERWORK FOR SEPARATIONSIf 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.
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 voicemail.
Keys, key cards, key fobs, etc.
Flex Card
Corporate Card
Other items that may be in the
possession of the employee.
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.
http://www.hr.ucsb.edu/managers-supervisors/separation-actions/types-
separation
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SEPARATIONS FORM PROCESSINGForms ProcessingWhen 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 ProcessingPay 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 contract15
SEPARATION REASON CODESPlease 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.
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IMPORTANT DATES FORSTAFF SEPARATIONS
The last day on pay status is the same as the separation date.
Example: Last day on pay status is February 19, 2016. The separation date is February 19, 2016.
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, 2016.
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: http://www.hr.ucsb.edu/managers-supervisors/separation-actions
Separation Checklist: http://www.policy.ucsb.edu/policies/advisory-docs/departing-employee-checklist.pdf
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INTERCAMPUS TRANSFERS –FROM ONE UC TO ANOTHER
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INTERCAMPUS TRANSFERSThe 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.)
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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?
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WHAT STAFF SEPARATIONSLOOK LIKE IN PPS
Or getting down
to brass tacks!
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SEPARATIONS ON THE WEB
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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.
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ENTER ALL THE REQUESTED INFORMATION – LAST DAY ON PAY, SEPARATION DATE, ETC.
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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 “ – “
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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
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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.
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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).
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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.
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DO NOT CHANGE THE BELI
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.
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ACADEMIC SEPARATIONSImportant steps to remember when academic employees leave UCSB
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SEPARATION RESOURCES
Red Binder VI-26
Academic Personnel Website – FAQs
Academic Personnel Manual – UC policy
AP Office
SEPARATION REASONS RED BINDER VI-26
Inter-location transfer
Use reason code IT - Inter-location Transfer with no break in service
Death
Current employee OR emeritus faculty member
Resignation
Academic Year vs. Fiscal Year
Retirement
Extra steps for those with Tenure
DEATH – CURRENT OR EMERITUS FACULTY MEMBERS
Notify appropriate offices in a timely manner.
Chancellor, Associate Vice Chancellor for Academic Personnel, Vice Chancellor for Administrative Services.
Benefits and Compensation Manager
Update PPS
Separation bundle
Reason code “KA”
PAY AND SERVICE PERIOD CHART HTTPS://AP.UCSB.EDU/COMPENSATION.AND.BENEFITS/PAY.AND.SERVICE.PERIOD.CHART.2017-2018.PDF
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RESIGNATION – ACADEMIC YEAR VS. FISCAL YEAR
AY employees may only resign at the end of academic quarters.
9/9 and 9/12 employees have different dates.
Refer to Pay and Service Period chart
FY employees may resign at any time of the year.
Same steps as staff employees
RESIGNATION – SUMMER SESSION TEACHING MANAGING SUMMER ACADEMIC APPOINTMENTSHTTP://WWW.SUMMER.UCSB.EDU/SITES/DEV.SUMMER.UCSB.EDU/FILES/MANAGING%20SUMMER%20ACADEMIC%20APPOINTMENTS.PDF
Generally, an Academic Year faculty member who resigns as of Spring quarter but will be teaching during Summer Session is handled in one of two ways:
If the Summer Session teaching overlaps with the REG faculty appointment,
The home dept. gives Summer Session PPS access.
The home dept. does not separate.
If the Summer Session teaching does NOT overlap with the REG faculty appointment,
The home dept. DOES separate.
Summer Sessions rehires the employee.37
RETIREMENT – SENATE FACULTY
Only Associate and Full Professors are rehired as emeriti after retirement.
PPS process detailed in AP FAQs
May retire only at the end of the academic quarter.
NOTE: Those retiring at the end of Spring quarter use separation date June 29th instead of June 30th.
Faculty member must notify the department in writing as far in advance as possible.
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PPS EXAMPLE – FACULTY APPOINTMENT
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PPS EXAMPLE – FACULTY APPOINTMENT CHANGES
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PPS EXAMPLE – FACULTY SEPARATION
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REHIRE – EMERITUS STATUS
End active appointments before the payroll cutoff for the last month of pay.Use the separation date, but do NOT separate yet!Do NOT change the BELI.
One week after the paycheck is issued, do the Separation bundle. Wait at least overnight.
Do the Rehire bundle to add the emeritus appointment. See FAQs for step-by-step procedures.
Recall appointments are added with the procedures in Red Binder I-70. These are different than emeritus appointments!
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PPS EXAMPLE – EMERITUS REHIRE (AREH)
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PPS EXAMPLE – EMERITUS BELI CHANGE
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REVIEW
Q1) Kamui Kobayashi is an Academic Coordinator III who tells you he wants to resign at the end of the year. What is your response?
Q2) Sabine Schmitz is a Professor VIII decides that she will be retiring soon. What steps do you take?
Q3) Your supervisor informs you that Project Scientist Bernie Ecclestone has passed away. What steps do you take?
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REVIEW
A1) Is this a Fiscal or Academic Year position? If FY, determine the exact date he wishes to resign. If AY, ask if he means the calendar year or Academic Year, and then tell him the date options based on the Pay/Service chart.
A2) Tell her the available dates for retirement based on the AY quarters. End active appts/dists. A week after the last paycheck is issued, use the SEPR bundle. Wait overnight, then rehire into emeritus status. If in spring, make sure to leave the extra day between separation and rehire for COLA.
A3) Notify the proper offices, enter the SEPR bundle.
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PARTICIPANT QUESTIONS – ACADEMIC
Q: Is there a way to find out when academic appointments are about to end?
A: Academic Personnel does not have a system built into APFolio for ending appointments. There are Data Warehouse reports that may help.
Q: How and when do you separate TAs? What code do you use? What about grad students who are not working over the summer?
A: Separating student academic employees is not significantly different from other academic employees. If a student is graduating, use separation code CE. There is not a specific date to do the SEPR bundle in most cases.
If a student employee is working Spring and Fall quarters but off during Summer, they should be separated and rehired after the break in service.
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PAYROLL/ACCOUNTING The 72-Hour
Check Process
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PAYROLL SEPARATION FORM TO ACCOUNTING (72 HOUR CHECK)
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UNEMPLOYMENT INSURANCETermination
Report
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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.
http://www.hr.ucsb.edu/ Managers and Supervisors Separation Actions Unemployment Insurance
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ANY ADDITIONAL QUESTIONS?Just one more
thing?
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GREAT!
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RESOURCESWho, What,
Where
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PPS CONTACTS – HUMAN RESOURCES
Amy Arnold, HR Analyst x4068 [email protected]
Edna Arellano, HR Analyst [email protected]
Talyr Vermeulen, HR Admin Asst. X2854
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PPS CONTACTS - PAYROLL
Jo Ann Stark, Payroll Analyst x2219
Lissett Gonzales, Payroll Assistant x3792
Maya Wang, Payroll Assistant x8513
Kim Patterson, Payroll Assistant x3654
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ONLINE RESOURCES
Human Resources PPS Informationhttp://www.hr.ucsb.edu/pps-uc-path/payrollpersonnel-system-pps
Managers/Supervisors Information
http://www.hr.ucsb.edu/managers-supervisors/separation-actions
Academic PPS FAQs
https://ap.ucsb.edu/resources.for.department.analysts/faqs/payroll.personnel.system/
Business & Financial Services – Payrollhttp://www.bfs.ucsb.edu/payroll/welcome
UCSB Data Warehouse http://wh.isc.ucsb.edu/
UC Retirement Administration Service Center (RASC)
http://ucnet.universityofcalifornia.edu/contacts/rasc.html
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POLICY RESOURCES - STAFF
Policy Covered Staff
Personnel Policies for Staff Members (PPSM)
http://policy.ucop.edu/manuals/personnel-policies-for-staff-members.html
Local Personnel Policies for Staff Members
http://www.policy.ucsb.edu/index.php
Sr. Management Personnel Policies
Represented Staff
Collective Bargaining Unit Contracts
http://ucnet.universityofcalifornia.edu/labor/bargaining-units/
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PPS CONTACTS – ACADEMIC PERSONNEL
Andrea Dittman, Office Manager x3445
General PPS questions
Karen Moreno, Sr. Analyst x5429
Social Sciences, Creative Studies, Education, Academic Programs,
Humanities & Fine Arts except depts listed below.
Helly Kwee, Sr. Analyst x5428
Physical Sciences, Bren School, Engineering, Depts of Art, Art History,
Dramatic Art & Dance, Film & Media Studies, MATP
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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.
June Betancourt, Associate Director x5728
UCRecruit and Academic Personnel Training.
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POLICY RESOURCES – ACADEMIC PERSONNEL
Academic
Academic Personnel Website
https://ap.ucsb.edu/
FAQs
https://ap.ucsb.edu/resources.for.department.analysts/faqs/
Red Binder
Campus AP policies & procedures
Academic Personnel Manual (APM)
UC-wide policies and procedures
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SEPARATION CHECKLIST
Separating Employee Checklist
Guidelines for separation actions and forms
http://www.policy.ucsb.edu/policies/advisory-docs/departing-employee-checklist.pdf
Separation Payment Form (“72-Hour Rule”)
http://www.bfs.ucsb.edu/sites/www.bfs.ucsb.edu/files/forms/Separation%20Payment%20Form_Updated_3-22-17_0.pdf
Send to Payroll when complete
Unemployment Insurance Termination Report
http://www.hr.ucsb.edu/sites/www.hr.ucsb.edu/files/forms/unemployment_insurance_termination_report_%28U5602%29.pdf
Send to Human Resources
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