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					                                                                                              Manager Separation Checklist for Voluntary Separations and Retirement




Step Activity              How?    Voluntary                   Retirement       Description                                               Go here for help…    Checklist
Voluntary Separations and Retirements
1.     Employee
       informs Manager                                                            Once the employee submits the separation
                                                                                     request through accessHR self service, the
                                                                                                                                             HHS
                                                                                                                                              Separations
       of intention to                                                               manager receives an email with the employee’s            Policy
       separate or retire,                                                           requested separation date, method of how he/she         Separations
       establishes                                                                   would like to process leave balances, and the last       and
       separation/                                                                   day physically worked. Note: With this                   Retirements
       retirement date                                                               information, the manager may process the                 User Guide
       and decision for                                                              separation in accessHR up to 30 days in advance         accessHR
       leave balances                                                                of the separation date. If the separation has not        Service Center
                                                                                     already been processed, the manager will receive        accessHR
                                                                                     a reminder email prior to the payroll deadline           Portal
                                                                                    Request a resignation letter from the employee.
                                                                                     Manager may also use the system-email
                                                                                     confirmation generated when the employee
                                                                                     completed the separation request as resignation
                                                                                     letter/documentation
                                                                                    If the employee provides only a verbal notice, the
                                                                                     manager should confirm the resignation in writing
                                                                                     to the employee
                                                                                    A copy of the resignation letter or email
                                                                                     confirmation should be sent to Attn HHS HR –
                                                                                     Records Unit, Mail Code: 1524, 4900 N. Lamar,
                                                                                     Austin, TX 78751
                                                                                    Confirm the reason employee is leaving the
                                                                                     agency
                                                                                    If retiring, advise employee to contact ERS if
                                                                                     he/she has not already done so
                                                                                    Employee may run out balances according to HHS
                                                                                     Policy
                                                                                    Employee may donate unused sick leave to the
                                                                                     sick leave pool by completing form HR508. Note:
                                                                                     He/She will not be able to reclaim the sick leave
                                                                                     hours if the employee returns to work at a state
                                                                                     agency
                                                                                    Employee may run out a portion of his/her
                                                                                     vacation leave balance and receive a lump sum
                                                                                     payment for the remainder of the balance

For assistance, contact the accessHR Service Center at: 1-888-TX-HHS-HR (1-888-894-4747)                                                                        Page 1 of 7
Version 12 (12/05/2011)
                                                                                             Manager Separation Checklist for Voluntary Separations and Retirement




Step    Activity                How?          Voluntary        Retirement       Description                                              Go here for help…    Checklist
                                                                                 Employee may request (if eligible) a lump sum
                                                                                   payment for his/her leave balances (vacation and
                                                                                   FLSA overtime) by entering the appropriate TRCs
                                                                                 Notify employee that he/she must be off payroll for
                                                                                   30 calendar days before the vacation lump sum
                                                                                   payment can be processed
                                                                                 Manager reviews the Manager Payroll Calendar
                                                                                   and the Payroll Guidelines to ensure payroll
                                                                                   impacting entries are entered by the deadline
                                                                                 Advise the employee who is retiring and intends to
                                                                                   return to work, that he/she must wait 90 calendar
                                                                                   days before returning to work in order to receive
                                                                                   his/her annuity
                                                                                 If the employee is a manager and has direct
                                                                                   reports, determine whether to have him/her
                                                                                   transfer the direct reports to another manager or
                                                                                   designate a workflow alternate before the
                                                                                   employee leaves
2.      Instruct employee
        to update                                                              Notify the employee that, if he/she has a Health
                                                                                   Care Reimbursement Account (HCRA), the
                                                                                                                                            HHS
                                                                                                                                             Separations
        benefits                                                                   employee needs to complete ERS Form FB-9.20.              Policy
        information                                                                TexFlex Enrollment Account Section B, sign and           Separations
                                                                                   fax to accessHR at 1-866-245-3659. The form is            and
                                                                                   available on the accessHR website                         Retirements
                                                                                 Notify the employee that, if he/she has a 401k or          User Guide
                                                                                   457 account and/or loan, the employee should             accessHR
                                                                                   contact Great-West at 1-800-634-5091 for                  Service Center
                                                                                   assistance                                               accessHR
                                                                                 Notify the employee that, if he/she wishes to              Portal
                                                                                   withdraw his/her retirement contributions, the
                                                                                   employee should contact ERS at 1-877-275-4377
                                                                                 Notify the employee that, if he/she was a return-to-
                                                                                   work retiree, the employee must complete the
                                                                                   section of the Benefits Election Form for Return-
                                                                                   to-Work Retirees marked “Complete this section
                                                                                   only upon termination of return to work retiree.”
                                                                                   The employee should fax the form to accessHR at
                                                                                   1.866.245.3659. The form is available on the

For assistance, contact the accessHR Service Center at: 1-888-TX-HHS-HR (1-888-894-4747)                                                                       Page 2 of 7
Version 12 (12/05/2011)
                                                                                              Manager Separation Checklist for Voluntary Separations and Retirement




Step    Activity                How?          Voluntary        Retirement       Description                                               Go here for help…    Checklist
                                                                                   accessHR website
3.      Employee
        updates his/her                                                        Instruct employee to validate his/her leave
                                                                                   balances and to record his/her time up to the
                                                                                                                                             HHS
                                                                                                                                              Separations
        time and leave                                                             employee’s separation date in the AccessHR                 Policy
        balances up to                                                             Menu > My Time & Leave > View/Edit Timesheet              Separations
        separation/                                                                                                                           and
        retirement date                                                                                                                       Retirements
                                                                                                                                              User Guide
                                                                                                                                             Time & Leave
                                                                                                                                              Management
                                                                                                                                              User Guide
                                                                                                                                             accessHR
                                                                                                                                              Service Center
                                                                                                                                             accessHR
                                                                                                                                              Portal
4.      Validate time
        entered by                                                                Manager must go to AccessHR Menu > Manager’s
                                                                                     Center > Time & Leave Management > Manage
                                                                                                                                             HHS
                                                                                                                                              Separations
        employee,                                                                    Exceptions and clear any exceptions for the              Policy
        approve                                                                      employee                                                Time & Leave
        outstanding leave                                                           Select, TL Management > Manage Time & Leave              Management
        request and clear                                                            > View/Edit Timesheet to verify all time has been        User Guide
        leave balances                                                               entered correctly by the employee                       accessHR
                                                                                    Manager enters Vacation/FLSA Overtime to be              Service Center
                                                                                     paid using appropriate Time Reporting Codes             accessHR
                                                                                     (TRCs) on the View/Edit Timesheet Page. Note:            Portal
                                                                                     Enter the Vacation/FLSA overtime payment on the
                                                                                     employee’s last day on payroll rather than the end
                                                                                     of the month to ensure the employee is paid
                                                                                     correctly for these hours
                                                                                    Manager clears remaining leave balances with
                                                                                     transfer out/lose TRCs
                                                                                    If the employee is transferring to another HHS
                                                                                     agency, the manager must enter overtime balance
                                                                                     to be paid and transfer out all leave balances
                                                                                     except for vacation and sick leave
                                                                                    If the employee is transferring to another state
                                                                                     agency outside the HHS Enterprise, the manager
                                                                                     must enter overtime balances to be paid and

For assistance, contact the accessHR Service Center at: 1-888-TX-HHS-HR (1-888-894-4747)                                                                        Page 3 of 7
Version 12 (12/05/2011)
                                                                                              Manager Separation Checklist for Voluntary Separations and Retirement




Step    Activity                How?          Voluntary        Retirement       Description                                                 Go here for help…     Checklist
                                                                                   transfer out/lose all leave balances
                                                                                 Manager clicks E-Sign & Approve
5.      Instruct
        Employee to                                                            Instruct employee to access the AccessHR Menu
                                                                                   > My Profile > Edit Mailing Address screen to
                                                                                                                                               HHS
                                                                                                                                                Separations
        update his/her                                                             ensure that his/her mailing address is correct in            Policy
        mailing address                                                            the system so the final warrant and W-2 can be              Personal
                                                                                   mailed to the correct address                                Information
                                                                                                                                                User Guide
                                                                                                                                               accessHR
                                                                                                                                                Service Center
                                                                                                                                               accessHR
                                                                                                                                                Portal
                                                                                                                                            
6.      Inform the
        employee about                                                            Inform the employee that, after he/she has been
                                                                                     separated through accessHR; the employee will          
                                                                                                                                                accessHR
                                                                                                                                                State Auditor’s
        the State Auditor                                                            have a chance to take the State Auditor’s Office           Office Exit
        Online Survey                                                                (SOA) online exit survey. The employee will                Survey
                                                                                     receive a letter from accessHR containing the
                                                                                     online address and a unique ID. This is time
                                                                                     sensitive and the ID will only be valid for 30 days.
                                                                                     The employee can use the unique ID one time
7.      Employee
        updates his/her                                                           Instruct employee to access ERS and update
                                                                                     his/her Home/Mailing address
                                                                                                                                               ERS Website

        information in
        ERS
8.      Employee
        validates and                                                             Employee accesses the Edit Mailing Address via
                                                                                     the My Profile link and updates his/her home and
                                                                                                                                               Personal
                                                                                                                                                Information
        updates his/her                                                              mailing addresses                                          User Guide
        home and                                                                                                                               accessHR
        mailing                                                                                                                                 Service Center
        addresses if                                                                                                                           accessHR
        necessary                                                                                                                               Portal
9.      Gather any state
        property that has                                                         Access the AccessHR Menu > Manager’s Center
                                                                                     > Track Agency Property page or run the Agency
                                                                                                                                               HHS
                                                                                                                                                Separations
        been issued to                                                               Property report to get a list of property that has         Policy
        the employee                                                                 been issued to the employee (if applicable, this is       Separations
                                                                                     an optional step)                                          and
                                                                                    Gather all property from the employee (including           Retirements
                                                                                     any state credit cards) and update the Track               User Guide

For assistance, contact the accessHR Service Center at: 1-888-TX-HHS-HR (1-888-894-4747)                                                                           Page 4 of 7
Version 12 (12/05/2011)
                                                                                              Manager Separation Checklist for Voluntary Separations and Retirement




Step    Activity                How?          Voluntary        Retirement       Description                                               Go here for help…    Checklist
                                                                                   Agency Property page to indicate the property has       Track Agency
                                                                                   been received (if applicable, this is an optional         Property User
                                                                                   step)                                                     Guide
                                                                                 Return State property per agency or location             accessHR
                                                                                   guidelines                                                Service Center
                                                                                                                                           accessHR
                                                                                                                                             Portal
10.     Transfer tagged
        and inventory                                                             Transfer all tagged and inventoried assets (i.e.
                                                                                     computer equipment) assigned to the employee to
                                                                                                                                           Instructions for
                                                                                                                                             completing the
        assets                                                                       the employee's immediate manager or supervisor          HHS-AM01
                                                                                    A designated property point of contact can be           form
                                                                                     substituted at the direction of the manager or        Please direct
                                                                                     supervisor                                              any questions
                                                                                    Complete the asset management form HHS-AM01             regarding this
                                                                                     as part of the employee's exit interview and route      process to your
                                                                                     it as directed on the form. Please direct any           agency Asset
                                                                                     questions regarding this process to your agency         Management
                                                                                     Asset Management Office (state office                   Office (state
                                                                                     employees), Regional Inventory Coordinator              office
                                                                                     (regional employees), or Property Coordinator           employees),
                                                                                     (DADS State Supported Living Center and DSHS            Regional
                                                                                     MH Hospital employees)                                  Inventory
                                                                                                                                             Coordinator
                                                                                                                                             (regional
                                                                                                                                             employees), or
                                                                                                                                             Property
                                                                                                                                             Coordinator
                                                                                                                                             (DADS State
                                                                                                                                             Supported
                                                                                                                                             Living Center
                                                                                                                                             and DSHS MH
                                                                                                                                             Hospital
                                                                                                                                             employees).
11.     Submit Service
        Request to IT to                                                          Submit request(s) for termination of email,
                                                                                     application and network access.
                                                                                                                                           Agency IT
                                                                                                                                             Security Dept.
        terminate the                                                               Note: An automated process will end the
        employee’s                                                                   employee’s access to accessHR upon the
        access                                                                       effective separation date.

For assistance, contact the accessHR Service Center at: 1-888-TX-HHS-HR (1-888-894-4747)                                                                        Page 5 of 7
Version 12 (12/05/2011)
                                                                                             Manager Separation Checklist for Voluntary Separations and Retirement




Step    Activity                How?          Voluntary        Retirement       Description                                                Go here for help…   Checklist
12.     Enter Voluntary
        Separation                                                              Access the AccessHR Menu > Manager’s Center
                                                                                   > Separations & Retirement > Voluntary
                                                                                                                                            HHS
                                                                                                                                              Separations
        details in                                                                 Separation link to initiate the separation                 Policy
        accessHR                                                                 Manager MUST complete the Time and Leave                  Separations
                                                                                   processes indicated above before completing the            and
                                                                                   separation process. (See Steps 2 – 5 above).               Retirements
                                                                                   Note: When the separation process is completed,            User Guide
                                                                                   the manager will no longer have access to the            Time & Leave
                                                                                   employee record in accessHR.                               Management
                                                                                 Determine and enter effective date for separation.          User Guide
                                                                                   First enter the effective date. The effective day for    accessHR
                                                                                   the separation is the day after the employee’s last        Service Center
                                                                                   physical day on the job or if the employee is            accessHR
                                                                                   running out leave, the day after the employee’s            Portal
                                                                                   last day of leave on the payroll.
                                                                                        o Note: If an employee’s last day working is
                                                                                            a Friday, then his/her separation date will
                                                                                            be the next day, Saturday. If the
                                                                                            employee’s last physical day of work is
                                                                                            Saturday, the separation date will be the
                                                                                            next day, Sunday.
                                                                                        o Note: If the month ends on a weekend
                                                                                            and the employee’s last physical day is
                                                                                            the Friday prior to the end of the month or
                                                                                            if the employee’s paid leave runs out the
                                                                                            Friday prior to the end of the month, the
                                                                                            effective date of separation would be the
                                                                                            first of the following month.
                                                                                 Next select the employee
                                                                                 Choose the correct reason for the separation from
                                                                                   the reason drop down box
                                                                                 If the employee is transferring to another HHS
                                                                                   or State of Texas agency please select “Trans to
                                                                                   Another Agency” reason and select the agency
                                                                                   the employee is transferring to. Note: The
                                                                                   effective date of separation for an employee
                                                                                   transferring to another HHS or State of Texas
                                                                                   agency must be the same date as the effective

For assistance, contact the accessHR Service Center at: 1-888-TX-HHS-HR (1-888-894-4747)                                                                        Page 6 of 7
Version 12 (12/05/2011)
                                                                                            Manager Separation Checklist for Voluntary Separations and Retirement




Step    Activity                How?          Voluntary        Retirement       Description                                           Go here for help…    Checklist
                                                                                   date the employee is “hired” into his/her new
                                                                                   agency. Please confirm this date with the
                                                                                   employee, or contact the accessHR Service
                                                                                   Center for assistance with choosing the correct
                                                                                   date
                                                                                 Validate the information before selecting submit
                                                                                 Notify your agency's switchboard or phone system
                                                                                   operator of an employee's separation
13.     Enter Retirement
        details in                                                              Access the AccessHR Menu > Manager’s Center
                                                                                   > Separations & Retirement > Employee
                                                                                                                                         HHS
                                                                                                                                          Separations
        accessHR                                                                   Retirement link to initiate the separation             Policy
                                                                                 Manager MUST complete the Time and Leave               Separations
                                                                                   processes indicated above before completing the        and
                                                                                   separation process. (See Steps 2 – 5 above).           Retirements
                                                                                   Note: When the separation process is completed,        User Guide
                                                                                   the manager will no longer have access to the         Time & Leave
                                                                                   employee in accessHR.                                  Management
                                                                                 Select the employee                                     User Guide
                                                                                 Determine and enter the effective date for             accessHR
                                                                                   separation. Separation dates will be the same as       Service Center
                                                                                   those for non-retirement/voluntary separation         accessHR
                                                                                   outlined in Step 12                                    Portal
                                                                                 Choose the correct reason for the separation from
                                                                                   the reason drop down box (Retirement).
                                                                                 Validate the information, then select submit
                                                                                 Notify your agency's switchboard or phone system
                                                                                   operator of an employee's separation




For assistance, contact the accessHR Service Center at: 1-888-TX-HHS-HR (1-888-894-4747)                                                                    Page 7 of 7
Version 12 (12/05/2011)

				
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