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Staff Separation Transaction

When an employee terminates all university employment, the PPS preparer must always process the separation in a timely manner using the separation bundle.

Contents


Intro

The UC Davis or UC Davis Health HR Employee & Labor Relations Office must be consulted prior to entry of employee terminations for layoff, probationary releases or dismissals.

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Before you start

  • Obtain the required administrative approvals for the transaction
  • Obtain the employee's signed letter of resignation 

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Step-by-step

Step 1 - Navigate to SEPS Bundle

The Separation bundle (SEPS) is required to separate an individual. The SEPS bundle includes the following screens:

  • ESEP – Separation Data
  • EAPP – Appointment/Distributions
  • EPD1 – Employee Personnel Data
  • EADD – Employee Address Data
  • EPER – Personnel Miscellaneous

To start the process, type SEPS in the Next Func field and enter the employee ID, Name or Social Security Number and press Enter.

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Step 2 - ESEP Screen - Separation Data

Fields

Data Information

Last Day on Pay Status

Enter the last day the employee is to receive compensation for time worked or on paid leave. All salary terminates on this day and is normally the last day the employee is at work

Separation Date

Enter the date on which the separation is effective. This date is normally the same as the last day on pay status. This date may differ from the last day on pay status for an employee who is on a leave of absence without pay and decides not to return to work. The separation date would then be the date the employee notifies the department of his/her decision to resign. The separation date automatically generates a “Coverage End Date” for medical, dental, vision and legal plans, which discontinues the transmission of premiums to insurance carriers at the appropriate time.

Reason

Select the code that most accurately reflects the reason for separation.

Destination

Enter the code that represents the employee's destination following UC employment.

Future Institution Code

USED FOR ACADEMIC SEPARATIONS ONLY - This field is not completed for Staff Separations.

Intercampus Transfer

This field is used only when the employee is transferring to another UC campus and there is no break-in-service. Enter the Personnel Action Code that will establish the action as an intercampus transfer. For example, Personnel Action Code 21 is Intercampus Transfer. Refer to the Intercampus Transfer section for outgoing transfers from UC Davis to another UC campus or laboratory. 

NoteAdd ictransfers@ucdavis.edu to PAN distribution list.

Anticipated Retire Date

Do not enter data in this field.

  • Press Enter and then press F11 to advance to the next screen.

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Step 3 - EAPP Screen - Appointments/Distributions

Fields

Data Information

Appt End Date

Enter the date on which the employee's appointment ends. This date is generally the date that is entered as the Separation Date on the ESEP screen. However, if the existing appointment begin date is later than the proposed appointment end date, delete the appointment by using the DELETE command.

Follow the same procedure for all current appointments.

Dur

Enter an asterisk (*) on the character in this entry field to delete the duration code.

Time

Only change the Time Reporting Code to N if the employee is being terminated. This code will block payment on the regular pay cycle.

Dist Pay End Date

Enter the date on which all payment should end. This is generally the same date as the Last Day on Pay on the ESEP screen. However, if the existing distribution begin date is later than the proposed distribution end date, delete the distribution by using the DELETE command.

Follow the same procedure for all remaining distributions.

  • Press Enter and then press F11 to advance to the next screen.

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Step 4 - EPD1 Screen - Employee Personal Data 1

  • No changes are required on this screen.

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Step 5 - EADD Screen - Employee Address Data

  1. If permanent address has changed, complete permanent address information.

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Step 6 - EPER Screen - Personnel–Miscellaneous

Fields

Data Information

Next Salary Review Date
Next Salary Review Type

Enter an as *

  • Press Enter and then press F5 to begin the update process.

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Step 7 - ECOM Screen - PAN Comments

PAN Comments

Enter the following in the Description of Content field of the PAN Comments screen:

  • Title Code
  • Type of transaction (Extension of Appt, Renewal of Appt, etc.)
  • Notation of end date (if applicable)
  • Notation of pre-approved exceptions (if applicable)

Note: If the Preparer phone or email is incorrect, please add the correct info to your comment.

  • Press F5 to finish the update in PPS and send the PAN.

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Step 8 - The IDOC (Employee Document)

  1. See instructions for printing IDOC using the web-based process on the PPS website.
  2. The first five digits of Social Security Numbers (SSN) have been masked on all IDOCs.
    To satisfy the requirement for the employee to verify that their social security number is correct, departmental personnel are now required to have the employee verify the SSN entered in PPS. Have the employee look at the ITAX screen and verify that their SSN is correct. Make sure any discrepancies are cleared before having the employee sign the IDOC.
  3. Review IDOC with employee and obtain the employee's signature.
  4. Provide a copy to the employee and retain a copy for your departmental personnel file.
  5. Distribute copies (see below).

Note: All supporting documentation MUST be forwarded to the appropriate offices within two working days of PPS entry.

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Step 9 - Distribution of Forms

Send To

Documents

Payroll Services

  • Original signed Separation Document (IDOC)

Human Resources

  • Employee's letter of resignation

Employee

  • Copy of Separation Document (IDOC)
  • Retirement and benefits information

Department

  • Copy of signed Separation Document (IDOC)

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