Data Standards

Data Standards

Terminate an Employee Due to Death

Description: Employee movement and separation data are entered in Job Data panels. For each movement and separation action, an action and reason code are entered. The date of death defaults into the Personal Data 2 panel as one day less than the effective date. Please refer to Administer Workforce/Plan Salaries CBT for more detailed information. If applicable, review the Base Benefits CBT for data entry needs related to benefits program participation, KPERS retirement and Group Term Life/Long Term Disability.

The last column refers to data interfaced with SHARP by the Regents institutions.

Menu Path: Go, Administer Workforce, Administer Workforce (U.S.), Use, Job Data

Employee ID and Employee Record # - Online agencies must enter in search box; Regents must send in interface file. Incorrect data entry updates the wrong employee.

JOB DATA 1 PANEL

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Employee Status:	Defaults based on the Action Code selected Verify status is "Active"		Yes	Yes
Effective Date:	Insert new row Enter effective date of termination (first day employee does not report to work; see NOTE below)	Affects amount paid on employee’s final paycheck Affects date employee’s benefits are terminated Incorrect "Last Date Worked" defaults to Employment Data Incorrect date defaults to Job Summary and other panels	Yes	Yes
Effective Sequence:	Defaults as "0" Change only if action is not the first transaction to occur on the Effective Date entered	Incorrect sequence of events that occur on same effective date	Yes	Yes
Action/Reason:	Select "Termination" as Action Select "DEA" as Reason Code	Selecting wrong Action/Reason may affect data in other panels	Yes	Yes
Action Date:	Automatically displays the date you entered the action		Yes	Yes

JOB DATA 4 PANEL

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Employment Status:	Defaults value entered on previous job data row Change if needed		Yes	Yes

NOTE: "Date Last Worked" field on Employment Data 1 panel automatically defaults to the day before the effective date of termination. The system uses the Effective Date to represent the beginning of an action. The system treats the Effective Date you enter as the day the termination begins. Therefore, it is the first day the employee is no longer paid.

Regents must also send the following information in an interface file:

Annual Benefits Base Rate, Compensation Frequency, Compensation Rate, Position Number, Step, Tax Location Code

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Page last modified on: June 29, 2012