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Bloomington Employee Relations

HR Representatives News and Special Announcements

Revisions to Termination Reasons/Codes | Employee Self Service for Payroll Activities

Archive: 2006 |2005 | 2004 | 2003

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2006

Announcing Revisions to the Termination Reasons/Codes for Staff and Hourly

An updated chart of staff/hourly termination codes with the expanded descriptions can be found on the UHRS website at the following link:

UHRS: http://www.indiana.edu/~uhrs/relations/uwide_separations_index.htm

Please review the important updates below:

The Termination Reason is selected and Notes are created when an E-Doc is initiated. Unfortunately, when incorrect termination reasons are used, or when notes are missing or insufficient, these cannot be changed except by the E-Doc initiator. Therefore, any E-Doc presented that does not carry adequate documentation must be disapproved and resubmission will then be necessary. To prevent the latter, every effort has been made to clarify the termination reasons and documentation necessary.

Please note the points below:

• Remember to contact Employee Relations at UHRS before terminating Appointed Staff (SS, SM & PA), when that reason carries a Conditional or No rehire status. There are specific steps to follow including written documentation of the termination, which must be reviewed by Employee Relations prior to processing the termination E-Doc.

• In the case of Hourly employees (including student and non-student), if a term reason is used that carries a Conditional status, a note of explanation in the “notes” section may be sufficient except in the case of Misconduct, then written documentation is required. Any E-Doc carrying a No rehire term reason must be accompanied by written documentation.

• Tip: When E-Doc notes are acceptable as documentation – such as in the case of most Hourly employee terminations, then the notes section should contain just a few lines of simple explanation. For example: if the reason used for the termination is Attendance, then the note should describe the attendance problem such as “frequent tardiness and unscheduled absences.”

• Note: The term reason Other is no longer available. If a termination reason does not adequately fit, contact your UHRS Records Specialist (855-1286) or Sally in the Employee Relations office at (856-6047) for guidance.

• New Term Reasons: Four new termination reasons have been added for tracking purposes:

  CMX (Gross Misconduct) – carries a No rehire status: requires HR approval and written documentation
  MIL (Military) – involves a separation for military service
  WID (Withdraw) - replaces CAN and CNX (cancellation of hire both voluntary and involuntary)
  XNA (Non Appointed Transfer) - documents movement between hourly positions

The revised chart may also be found in the SOS.

SOS: http://sos.uhrs.indiana.edu/

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2006

Implementation of Employee Self Service for payroll activities on all IU campuses

All IU employees on all campuses will be given access to the PeopleSoft Employee Self Service through IU’s OneStart web portal the week of December 5, 2005. The initial rollout of this self service is for employee’s personal payroll activity. For technical reasons, this feature will be implemented gradually over the course of that week, so that by Friday, December 9, all IU employees will have access.

Attached are two documents. One is for employees and explains the general nature of Employee Self Service, including when it will be available to them. The other document is more detailed and includes information of interest to selected staff, including RC and department heads, Fiscal Officers, and departmental payroll and personnel staff. It outlines procedures for special exemptions from use of Employee Self Service as well as the timeline for cessation of printing of paper pay information for employees.

Please distribute these documents as appropriate within your campus to the various groups noted above. I will be happy to answer any questions you may have (812-855-3274; ) [note: Harriet Fierman is no longer with FMS. Please contact Mary Margaret Byrde with questions (812-855-3274; .], or you can email FMS Customer Service at .

• Self Service Exception Form (PDF)
• Employee Self Service for payroll activities - RC and department heads; Fiscal Officers; Payroll clerks; HR Personnel reps (PDF)
• Employee Self Service for Payroll will soon be here! (PDF)

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