(Last Revised 06/25/2015) FAQs for HR and Payroll Teams: Terminations
How can former employees access W2s through Workday? Workday access will be disabled for an employee until they are terminated. Once the employee has been through the termination process, the Workday account will remain active through the remainder of the calendar year the termination occurs and the following January. They will be able to access their W2 through that time.
Do you use the Termination process to end academic appointment? No, if you are only ending an academic appointment, you should initiate the End Academic Appointment business process. Only use the Termination business process if you are truly terminating an employee.
Do we terminate seasonal or temporary academics that may return? If you anticipate a seasonal or temporary academic employee will return in the future, you can keep them active after ending their End Employment Date and compensation Actual End Date. Benefits eligible employees that are no longer working and are not otherwise on an approved leave of absence should be terminated in Workday.
Are Emeritus paid through Workday? Yes, if you will be processing a termination for a faculty member who will receive an Emeritus appointment, the Termination business process will include a To Do step to remind you to create an Emeritus position for the retiree. If there will be compensation associated with the Emeritus appointment (whether it be ongoing or a one-time payment), it should be initiated in Workday in accordance with the standard processes associated with that form of compensation. You can review the quick reference guides for Propose Compensation, Period Activity Pay and Request One-Time Payment for more information.
How is severance handled in Workday? The One-Time Payment sub-process will appear in the Termination business process. This step can be skipped if severance will not be paid. In order to administer severance for an employee that will be paid out after the termination date, you must ensure the Pay through Date is greater than the termination date. For more information, see the Termination quick reference guide.
Am I required to complete an Exit Interview in Workday when I terminate an employee? No, the Exit Interview is an optional task that can be completed if departments chose to complete it. Please note that the Not Eligible for Rehire reason within the Exit Interview task, does not determine whether a the individual will be placed on the Ineligible for rehire list maintained centrally.
How can I indicate that an employee needs to be placed on the Not Eligible for Rehire list? The following termination reasons will cause an employee to be placed on the Not Eligible for Rehire list: Terminate Employee > Involuntary > Abusive/Threatening Behavior/Language Terminate Employee > Involuntary > Attendance (Absenteeism and Tardiness) Terminate Employee > Involuntary > Damage/Loss/Misuse of Property Terminate Employee > Involuntary > Deceased (Last Revised 06/25/2015) FAQs for HR and Payroll Teams: Terminations Terminate Employee > Involuntary > Failure to Complete Probationary Period Terminate Employee > Involuntary > Falsification of Information Terminate Employee > Involuntary > Fighting Terminate Employee > Involuntary > Insubordination Terminate Employee > Involuntary > Misuse of Confidential Information Terminate Employee > Involuntary > Misuse of Systems Terminate Employee > Involuntary > Other Termination, Specify Terminate Employee > Involuntary > Possession/Use of Intoxicants Terminate Employee > Involuntary > Possession of/Concealing a Weapon Terminate Employee > Involuntary > Resigned in Lieu of Termination Terminate Employee > Involuntary > Severance (non-layoff) Terminate Employee > Involuntary > Sleeping on the Job Terminate Employee > Involuntary > Theft Terminate Employee > Involuntary > Unsatisfactory Performance Terminate Employee > Involuntary > Working Under the Influence
Who is responsible for ending Academic Appointments for faculty that are terminated? During the Termination business process, the End Academic Appointment task will be sent to the Provost’s Office to complete. This way all academic appointments, both primary and secondary, can be ended.
How will leaves of absence be handled in Workday? Leaves of absence will follow a business process in Workday similar other Workday processes. For more information regarding Leaves of Absence, visit the Quick Reference Guide for HR and Payroll Teams section of the Workday website.