SEPARATIONS The Good, the Bad & the Ugly

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INSTRUCTORS:

Amy Arnold, HR Analyst

Mayra Magana, OfficeManager, Academic Personnel

Jo Ann Stark, Payroll Analyst, Business & Financial Services

Rushabh Pattani, HR Administrative Assistant and Unemployment Insurance.

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ACADEMIC SEPARATIONSThe important steps for

when a faculty member

leaves UCSB

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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.

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…*

DEATHRED 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

PPS EXAMPLE: FACULTY SEPARATION

Reason

Retirement

When? Spring Quarter

What will the separation date be? 06/29/2016

FACULTY APPOINTMENT

EXAMPLE: FACULTY SEPARATIONESEP

EAPP

DO NOT CHANGE BELI

PAN

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.

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.

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 999999 for end date

Time use W

RE-HIREAREH

DATE OF HIRE / BELI CHANGE EPER

PAN

-

IAPT

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.

Parking Permit

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 contract25

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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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.

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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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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

UI Termination Report

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WHAT SEPARATIONS LOOK 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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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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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.

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ANY MORE 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 amy.arnold@hr.ucsb.edu

Edna Arellano, HR Analyst x4048Edna.arellano@hr.ucsb.edu

Rushabh Pattani, HR Admin Asst. X2854

Rushabh.Pattani@hr.ucsb.edu

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PPS CONTACTS – ACADEMIC PERSONNEL

Mayra Magana, Office Manager x3445

mayra.magana@ap.ucsb.edu

General PPS questions

Karen Moreno, Sr. Analyst x5429

karen.moreno@ap.ucsb.edu

Social Sciences, Creative Studies, Education, Academic Programs,

Humanities & Fine Arts except depts listed below.

Viktoriya Filippova, Sr. Analyst x5428

viktoriya.filippova@ap.ucsb.edu

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

billy.ko@ucsb.edu

Postdoctoral Scholars and Graduate Student employees.

Joanna Kettmann, Analyst x5048

joanna.kettmann@ucsb.edu

UCPath Project and Temporary Research appointments.

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PPS CONTACTS - PAYROLL

Jo Ann Stark, Payroll Analyst x2219

Joann.stark@bfs.ucsb.edu

Lissett Gonzales, Payroll Assistant x3792

Lissett.Gonzales@bfs.ucsb.edu

Heather Schonenbach, Payroll Assistant x3654

Heather.schonenbach@bfs.ucsb.edu

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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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POLICY RESOURCES - ACADEMIC

Academic

Academic Personnel Website

https://ap.ucsb.edu/

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.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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