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Document Sample
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)
