Data Standards

Data Standards

Termination

Description: An employee terminates employment upon leaving state service. Enter termination information by 5:00 p.m. on the Tuesday following the end of the pay period so that the system will automatically calculate vacation leave payouts. Please refer to Administer Workforce/Plan Salaries CBT for more detailed information. If applicable, be sure to terminate the employee’s KPERS retirement and group term life/long term disability according to the Base Benefits CBT.

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.

POSITION 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 "Terminated"		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 appropriate Reason Code (Press F4 to view list of codes)	Selecting wrong Action/Reason may affect data in other panels and summary reporting/analysis used in workforce planning.	Yes	Yes
Action Date:	Automatically displays the date you entered the action		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. When an employee terminates or retires, 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

Return to Data Standards

Page last modified on: June 29, 2012