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Home > Human Resources > Resources > Separate an Employee Checklist
Use this checklist to ensure all steps are taken to process an employee separation from the state.
This checklist includes tasks that are completed at the state entity level as well as the Central Payroll Unit. Please pay attention to the owner of each step to complete processing.
Prerequisites
Before you begin, make sure:
The employee already exists in the system.
You have the employee ID for the individual you intend to modify.
You have confirmed:
The date of the employee’s separation is accurate.
That the employee is separated and that you know if the separation is voluntary or involuntary.
Steps to Complete
State entity professionals confirm that the employee needs to be separated.
When this determination is made, ensure that the employee’s access (technological, physical (ie: badge), and employee self service changes or terminations are clear and completed.
State entity Human Resources professional changes the employee status and end dates the pay parameter through the Employee Status Maintenance (ESMT) function.
State entity Payroll professional updates tax parameters and initiates a stop date for the employee’s pay.
Please review all payroll processing deadlines to ensure compliance with any COWINs implications.
For example, if an employee is being terminated on a Wednesday and the end of the pay period is a Friday, a printed online check is not required and regular payroll processing procedures can be followed.
State agency professionals complete a final pay calculation and:
Process a one time payment transaction for payouts.
Process a one time deduction and/or benefit refund.
Initiate an OCHK for final payout if necessary.
In the email to the Central Payroll Unit, please indicate the online check is for a separation.
Ensure the impacted individual understands who to contact for any needs post separation including:
Returning any state equipment or badges
Final paycheck information
W2 processing or collection
Benefits termination dates
Employment verification resources if necessary
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