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Ending an Employee’s OWLS Record

CONTENTS

UNDERSTAND

Employee records in the Online Work/Leave System (OWLS) need to be ended when an employee:

Employee records must be audited and leave balances and ending dates verified before the records may be officially ended in OWLS.

View this page for more information about specific end record reasons in OWLS.

ACT

*If you are ending a record due to the employee moving to a department not using OWLS, perform steps 1 through 4 before step 5. These documents will need to be sent to the new department.* If the employee is moving to another department using OWLS, open the employee's record and start at step 5.

  1. Open the employee’s current record and click the “Schedule/FTE/Svc.Per” tab and print a copy of that screen. Close that screen.*
  2. Click the “Profile” tab and print a copy of that screen. Close that screen.*
  3. Click the “Balances” tab, scroll to the bottom of the screen and click the “Show Yearly Summary” button. *
  4. Print a copy of the summary and close that screen.*

5. Click the "End Record" tab at the top of the screen. 6. Enter the last day on payroll, and choose the appropriate reason for ending the record. 7. Enter a note, if desired. 8. Cllick “NEXT.”

9. Review the summary for accuracy, then click “Permanently End Record.”

10. Click “OK” when asked “PERMANENTLY End Record?”

  1. If appropriate, complete the Separation Payment worksheet and the Payment Authorization Form.
  2. Print copies of the Final Balance Summary page to keep for your records and to send to HR.
  3. For employees transferring to another department, send copies of the schedule, profile, yearly summary, the final balances summary page, and any/all original 220 forms to the new department.
  4. For employees leaving the University or moving to a faculty, student, or hourly position, send a copy of the final balances summary page, and a copy of the Separation Payment Authorization form, along with any/all original 220 forms, to HR. If the employee is "leaving state service," also include the resignation letter.

EXPLORE

To learn more about all the things to think about when leaving University service, please visit the Ending Employment page.

View the Sick Leave at Retirement or Death webpage to help determine which budget numbers to enter into the ESPA form for those separation reasons.

End Record Topics