There are several steps that need to be taken when an employee separates from University service. General information regarding separations applicable to EDB processing for all employees is provided below as well as an example of how the data is entered on the screens in the separation bundle. It is important that departmental personnel involved in the separation process also consult the appropriate sections of the manuals identified in the steps outlined below.
The steps in the Separation process are as follows:
B12.1 Entering Data on the Screens in the Separation Bundle
When an employee terminates from UCLA, the EDB preparer must process the separation in EDB using the Separation Bundle (SEPR). The separation should be processed in a timely manner and whenever possible before the pay compute for the employee's final pay period. If the separation is not processed in a timely manner, it can cause problems for the PTR preparer who needs to calculate the employee's final pay including final Terminal Vacation Pay (TVP). It may also result in an overpayment to the terminating employee.
There are six screens in the Separation Bundle. It is important to enter the correct information on each screen in the bundle, following the instructions in either the Academic or Staff Separation section. Note: The screens shown below are for different employees in order to show screens that contain data. When processing a separation, the screens would all be for the same employee and data would be entered or changed if applicable to that particular employee. Not all employees will have benefits that need to be cancelled or have an address that needs to be updated.
Screen #1 - The Separation Screen (ESEP)
On the first screen of the Separation Bundle, enter the employee's last day on pay status and the employee's termination date, which may or may not be the same. Complete the other fields on screen as appropriate. Make sure to enter the correct reason code for the separation.
PPESEP0-E1194 EDB Entry/Update SEPR 03/20/YY 08:32:36 02/28/YY 00:14:15 Separation Userid: ABCDE ID: 902777777 Name: MANDER,SALLY Pri Pay: MO Last Day on Pay : 0316YY Separation Date : 0316YY Reason: AA Destination: A Future Institution Code: Intercampus Transfer: Anticipated Retire Date: Next Func: ID: Name: SSN: U0001 Input accepted ===> F: 1-Help 2-Jump 5-Cancel F: 9-Update 11-NextFunc
For faculty and other academic employees, enter the final day on pay status and termination date in the usual manner. For example, for a 9 over 12 faculty member who is terminating at the end of the winter quarter, the last day on pay status and termination date should be entered as 02/28/YY even though the quarter ends in mid-March.
PPESEP0-E1194 EDB Entry/Update SEPR 03/20/YY 08:32:36 02/28/YY 00:14:15 Separation Userid: ABCDE ID: 901666666 Name: DARWIN,CHARLES Pri Pay: MO Last Day on Pay : 0228YY Separation Date : 0228YY Reason: BB Destination: K Future Institution Code: HDH Intercampus Transfer: Anticipated Retire Date: Next Func: ID: Name: SSN: U0001 Input accepted ===> F: 1-Help 2-Jump 5-Cancel F: 9-Update 11-NextFunc
Screen #2 - The Appointments/Distributions Screen (EAPP)
For all terminating employees, it is important to change the appointment and all distribution end dates on the EAPP screen to reflect the employee's final day of employment. For indefinite appointments, enter an asterisk (*) to delete the "I" from the DUR field (Duration of Employment).
PPEAPP0-E1287 EDB Entry/Update SEPR 03/20/YY 08:32:36 02/28/YY 00:14:15 Appointments/Distributions Userid: ABCDE ID: 902777777 Name: MANDER,SALLY Pri Pay: MO PAF Gen No: 17 Pg 01 of 01 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept FLSA 30 1 2 082800 0316YY * 352500 0 Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv 4723 ____ASSISTANT II 1.00 F 30096.00 A MO R A Dist Actions L Acct CC Fund PC S FTE Dis % 31 4 660525 19900 1 FINANCE-PAYROLL 1.0000 Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP 082800 0316YY 2.0 2508.00 REG Dist Actions L Acct CC Fund PC S FTE Dis % Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP Next Func: ID: Name: SSN: ===> F: 1-Help 2-Jump 5-Cancel F: 9-Update 10-PrevFunc 11-NextFunc
Screen #3 - The Personnel-Miscellaneous Screen (EPER)
The next Salary Review Date and Type should be deleted on the EPER screen by entering an asterisk (*) to delete the data.
PPEPER0-E1194 EDB Entry/Update SEPR 03/20/YY 08:32:36 02/28/YY 00:14:15 Personnel-Miscellaneous Userid: ABCDE ID: 901666666 Name: DARWIN,CHARLES Pri Pay: MO Assigned BELI: 1 Derived BELI : 1 Effective Date: 0701YY BELI Status Qualifiers: Primary: Date: Secondary: Date: Date of Hire : 0701YY Original Hire Date: 1001YY Employee Relations Code : E Employee Relations Unit: Probationary Period End Date : Next Salary Review Date : *7YY Next Salary Review Type: * Merit Rate Increase Percent: Home Department : 356500 ACCOUNTING SERVICES Primary Title Code : 1300 ASSISTANT PROFESSOR - 9-MONTHS Employee Unit Code : A4 Employee Representation Code : C Employee Special Handling Code: Employee Distribution Unit Code: Job Group ID : 999 Alternate Department Code : Academic Programmatic Unit Cd : Next Func: ID: Name: SSN: ===> F: 1-Help 2-Jump 5-Cancel F: 9-Update 10-PrevFunc 11-NextFunc
Screen #4 - Insurance Enrollment (EINS)
A coverage end date is automatically generated for the employee's Medical, Dental, Vision, and Legal enrollments based on the separation date entered on the ESEP screen so nothing is entered for these plans. For the other plans listed on the bottom portion of the screen (AD&D, etc.), enter an asterisk (*) in the first digit of each highlighted field that contains data.
PPEINS0-E1440 EDB Entry/Update SEPR 12/18/YY 11:41:09 12/13/YY 23:41:35 Insurance Enrollment Userid: ABCDE ID: 121212121 Name: EXAMPLE,IMA Pri Pay: MO Assigned BELI: Derived BELI: Effective Date: BELI Status Qualifiers: Primary: Date: Secondary: Date: CURRENT ENROLLMENTS Plan Cov Eff Date End Date Opt Out BRSC Medical HN UA 0701YY Dental D1 UA 0701YY Vision VI UA 0701YY Legal Future Enrollment Pending: NO State Dom Part Dec: Contribution Base: 42 Cov Eff Date BRSC AD&D Prin Sum: *00 Coverage : * *715YY Disability Wait Per: *30 Salary Base: 3179 *401YY Supplemental Life : * Salary Base: 39 *701YY Dependent Life Plan: Basic Life : Salary Base: 039 0701YY Insurance Reduction Code : Next Func: ID: Name: SSN: ===> F: 1-Help 2-Jump 3-PrevMenu F: 9-Update 12-Exit
Screen #5 - Retirement Information (ERET)
A termination date is automatically generated for DepCare and HCRA based on the separation date that is entered on the ESEP screen. For the Voluntary Contribution, you should enter an asterisk (*) in the first position of each field that contains data except for Deduction Number and the system-derived Description field.
Note: For the voluntary contributions, entering an (*) on the ERET screen cancels the voluntary contribution for the employee. If the voluntary contribution is cancelled PRIOR to the compute for the employee's Final Payment, the contributions will NOT be deducted from the employee's Final Payment. Therefore, if the employee wishes to have these contributions taken from the Final Payment, this step should be omitted from the separation process. After the Final Payment is issued to the employee, the preparer should update the ERET screen by entering the asterisk (*) as described above.
PPERET0-E1440 EDB Entry/Update SEPR 11/18/YY 16:04:15 11/13/YY 23:41:35 Retirement Information Userid: PPJV0 ID: 121212121 Name: EXAMPLE,IMA Pri Pay: MO Retirement System Code: U FICA Eligibility Code: E Ret FICA Derive: Y Covered Comp Limit Cd : N DCP Plan Code: S DepCare Annual: 5000 Monthly: 416.67 Eff Date: 1231YY Term Date: HCRA Annual : 300 Monthly: Eff Date: 1231YY Term Date: HCRA Decl/YTD: 0.00/ 300.00 403b Lmt: 12000 MAC Change: 01/01/YY Voluntary Contribution Deduction Num Description Amount/Percent Decl Balance Eff Date 228 403B MTA $ *000.00 *331YY
Next Func: ID: Name: SSN: ===> F: 1-Help 2-Jump 3-PrevMenu F: 9-Update 12-Exit
Screen #6 - Employee Address Data (EADD)
Address information should be reviewed at the time of separation and IF the employee's address is changing, the address fields should be updated with the new permanent address information.
PPEADD0-E1302 EDB Entry/Update SEPR 10/09/YY 14:09:03 09/23/YY 13:39:15 Employee Address Data Userid: ABCDE ID: 400519154 Name: STUDENT,SUSIE Pri Pay: BW Permanent Address Line 1: 777 MAIN STREET Line 2: City : SANTA MONICA State: CA Zip: Foreign Addr Ind: A Prov: Country: Postal Code: Home Phone: 3101234567 Spouse Name: Campus Release Codes - Perm Address: N Home Phone: N Spouse Name: N Employee Organization Disclosures - Perm Address: Y Home Phone: N Campus Address Line 1: 620 Line 2: WILSHIRE City: State: Zip: Campus Phone: 42600 Mailcode: 143348 Next Func: ID: Name: SSN: ===> F: 1-Help 2-Jump 3-PrevMenu F: 9-Update 12-Exit
Once all the screens in the Separation Bundle have been completed, the EDB preparer would press "F9" to begin the update process. The Post Authorization Notification Comments screen would be displayed. The preparer should enter comments appropriate for the separation.
UCECOM0-E0863 PostAuth Notification 03/12/YY 12:19:42 Comments Entry Userid: ABCDE Page 01 of 01 App: EDB Tran: SEPR Userid: ABCDE Date: 03/12/YY Time: 12:08:00 PER - APPT (MULTIPLE) NURSE,NANCY 403403403 NURSE,NANCY Description of Content: ---------------------------------- Comments ----------------------------------- ABCDE THE EMPLOYEE RESIGNED AS OF 03/31/YY AND HAS GIVEN MORE THAN 72 HOURS NOTICE. PTR PREPARER - PLEASE PROCESS RUSH CHECK. Next Func: ===> F: 1-Help 3-Return F: 9-Update 10-NotfPrep 11-Detail
The EDB preparer should add the PTR preparer as a recipient of the PAN and make sure that the PTR preparer is going to request a rush check for the payment of the final hours and TVP. If the separation is being processed due to the death of an employee, Payroll Services should also be added as a recipient of the PAN. Note: For Medical Center departments - the PTR preparers already receive a copy of the PAN so it is not necessary to add them as a recipient of the PAN.
UCENPR0-E0863 PostAuth Notification 03/12/YY 12:21:06 Notification Preparation Userid: ABCDE Page: 01 of 01 App: EDB Tran: SEPR Userid: ABCDE Date: ******** Time: ******** PER - APPT (MULTIPLE) MANDER,SALLY 902777777 MANDER,SALLY Description of Content: -------------------------------- Notifications -------------------------------- C Address Type ----------- Name ------------- EDBREVIEW@UCLA.EDU M REVIEWER, EDB PTRPREP@UCLA.EDU U PREPARER, PTR
Next Func: ===> F: 1-Help 3-Return 6-Directry F: 9-Update 10-Comments 11-Detail
After adding the email address for the PTR preparer, the EDB preparer should press the enter key to verify that the PTR preparer's email address is correct and in the PAN directory. Once the comments have been entered and the PTR preparer's email address has been verified, the EDB preparer would press the "F9" key one more time to complete the action and update the employee record on the EDB.
B12.2 Samples of Forms Submitted at the Time of Separation
As outlined above, separating employees should cancel all deductions including credit union, parking, vanpool, etc. Samples of a completed Unemployment Insurance Termination Report and a completed Parking Cancellation form are shown below as examples.
Unemployment Insurance Termination Report
All employees except those with a one-day break in service need to complete an Unemployment Insurance Termination Report and forward it directly to the Unemployment Insurance Coordinator in Payroll Services. The information on the completed form should be exactly the same information entered in the Separation bundle in EDB. A sample of a completed form is shown below.
Parking Deductions Cancellation
All employees with Payroll deductions for parking need to complete a Parking Services Payroll Deductions Cancellation form and forward it directly to the Parking office. Employee payroll deductions for parking will not end until the cancellation form is processed by Parking Services. Turning in parking decals and parking passes is NOT sufficient to cancel payroll parking deductions.
If the parking deductions are not canceled properly and if there is no current employee payroll check to deduct the money from, the parking system will continue to keep track of each parking deduction owed by the employee and apply all deductions against the employee’s next payroll check. This is true even if the employee separates and later returns to the university as a re-hire.
A sample of the cancellation form is shown below.
B12.3 Separation Forms on the Web
Many of the required forms are available (or can be ordered) on the web from one of the following sources:
B12.4 Separating Alien Employees
Employees who are non-US citizens who separate from UCLA to return to their own country may not be able to easily cash a US check in their own country. Early release paychecks can be requested for employees in this situation.
After the request has been approved, Payroll Services will generally release a check on the employees last day of work.