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Ending an Employee's Record
Choosing the Appropriate Separation Reason

CONTENTS


UNDERSTAND

Separation reasons in the Online Payroll Update System (OPUS) and Online Work/Leave System (OWLS) must correspond in order to accurately process leave payment/transfer and to allocate prior service credit if the employee were to return to the University.

Clarify the selection of any separation reason by entering a note. Notes should expand on the choice of the separation reason and help describe what actually happened. When in doubt, always choose the separation reason that makes the most sense and supplement the reason with a note.

Refer to the scenarios and table below when making separation transactions in OPUS and OWLS.

Layoff/Reduction in Workforce End Record Scenarios

When an employee is laid off, the end record reason in OWLS is typically "Layoff," although there are some exceptions to that rule of thumb. Please refer to the specific scenarios below for examples of typical workforce reduction end record transactions in OWLS and OPUS.

FTE Reduction

An employee's job classification remains the same, but his/her FTE is reduced, yet remains greater than 50%.

Action: For an employee changing FTE only, take the following steps:

  1. Change the FTE in OPUS and enter a note indicating the reason for the reduction.
  2. Change the FTE and work schedule in OWLS and enter a note indicating the reason for the reduction.

Exercising Bumping Rights

Employee A has more seniority and bumps into the position occupied by Employee B.

Action:

  1. Separate Employee B in OPUS by selecting the appropriate layoff separation reason and entering a clarifying note. You may need to check with a manager to determine the appropriate end record reason selected in the "Request to initiate layoff" form.
  2. End Employee B's OWLS record with the reason "Layoff" unless the employee is in a probationary period, in which case the separation reason is "Leaving State Service."
  3. If Employee A remains in the same job class code, no OWLS change is necessary. If Employee A is moving to another Payroll Unit Code (PUC), Employee A's OWLS record is ended and a new record is created in the new PUC.

Probationary Period Employees

Employee is separated while still in his/her probationary period.

Action: Employees in a probationary period do not have layoff rights. Therefore, the OWLS end record reason should say, "Leaving State Service" and should correspond with the OPUS separation reason, "Probation Separation." Be sure to supplement the separation reason selection with a detailed note describing the separation situation.

Reversion Rights

Professional staff Employee A is laid off, but chooses to revert to a position in his/her most recently held classified staff job class.

Action: Since the employee's employment program is changing from professional staff to classified staff, his/her OWLS record is ended with the reason, "Moving or Reclassified to another leave bearing appointment at the UW." If Employee A exercises layoff rights to take a filled position, the "bumped" classified employee (Employee B) is in turn laid off. Employee B's OWLS record should be ended with the reason, "Layoff."

Moving to an Hourly Appointment Following Layoff

An individual is employed on a less than half time, hourly basis following layoff.

Action: For employees who move to an hourly appointment following layoff workforce reduction, end the OWLS record with the OWLS end record reason, "Layoff." Do not choose "Moving to a non-leave bearing appointment (e.g., faculty position)."

Separation Reasons

Refer to the table below to determine the end record reason to select in OWLS based on the separation reason entered in OPUS. It may be necessary to partner with your department's payroll coordinator to ensure accuracy.

OWLS End Record Reason HEPPS Value OPUS Separation Reason
  • Moving or reclassified to another leave bearing appointment at the UW
  • Moving to a new department that does not use OWLS (e.g., T&BA)
  • Entire department moving from OWLS to another UW system (e.g., T&BA)
  This OWLS end record reason is only used when an employee gets a new appointment in OPUS. It is not tied to a separation reason.
Layoff 10 Layoff - Other
11 Layoff - Funding
12 Layoff - Reorg
13 Layoff - Work
Leaving state service 21 Terminate for Cause
23 Not Reappointed
24 Probation Separation
25 Resignation in Lieu of Dismissal
40 General Resignation
42 Resignation - Accepted a Non-Teaching Position
43 Job Dissatisfaction - General
44 Personal Reasons
45 Abandonment of Position
46 Education Pursual
47 Military Service
48 Relocation
49 Better Job Opportunities
50 Job Dissatisfaction - Salary/Benefits
51 Job Dissatisfaction - Schedule
52 Job Dissatisfaction - Supervisor
53 Job Dissatisfaction - Environment
54 Commute
61 Job Disability
62 Other Disability
Moving to another leave bearing appointment at a different state agency

(for employees who are leaving the UW, but still working for the state and had no break in service)
40 General Resignation
42 Resignation - Accepted a Non-Teaching Position
43 Job Dissatisfaction - General
44 Personal Reasons
45 Abandonment of Position
48 Relocation
49 Better Job Opportunities
50 Job Dissatisfaction - Salary/Benefits
51 Job Dissatisfaction - Schedule
52 Job Dissatisfaction - Supervisor
53 Job Dissatisfaction - Environment
54 Commute
Moving to a non-leave bearing appointment (e.g., faculty position) 26 Change to Per Diem/Hourly Status
**Note: If an employee moves to an hourly position following layoff, the OWLS end record reason should be "Layoff," not "Moving to a non-leave bearing appointment."
Retirement

(retirement as defined by the plan the employee participates in)
30 Retirement
31 Early Retirement - 1992 Legislation
61 Job Disability
62 Other Disability
Deceased 80 Death

End Record Topics