Workday Severance Job Aid January 15 2018 Workday

Workday – Severance Job Aid January 15, 2018

Workday Job Aid HR: Severance Process Description This process is to place a colleague on a severance leave in Workday When to Use this process to set a colleague on a severance leave in the Workday System. NOTES: • RHM should have one HR administrator that oversee or process the severance leaves, supervisor org should be set up in this person's name. • RHM should have designated Severance department set up in the Workday System. • HR administrator should have copy of the severance document to refer to. • HR administrator may need to refer to the Job Change job aid , Leave of absence and the termination job aid to complete the process. • This process is initiated by the HR administrator. Related Reports • To audit : Employee on Leave – severance (to view all colleagues on severance within selected organizations. Required Prompt: Organization type. ) Updated as of 04/01/2017

HR: Severance Process • Business Process Steps and Roles • Process roles are designated by “security role, ” which do not reflect actual job titles. People may have multiple roles. (Preferred initiator listed first. ) q Initiate: Leave partner, HR Partner, HR Representative, or HR Shared Services (HRSS) Representative q Review: HR Representative, HRSS Representative Workday Job Aid: Severance Process Page 2 of 8

HR: Severance Process Notifications • Before You Start No notifications. q Colleague gathers all necessary information and/or documentation, as needed q Make sure separate department is set up for severance Variations q Make sure Supervisor Org is set up for HR severance administrator • q Make sure security is set up for administrator to set up leaves, to complete job change business process and term business process No variations in process. Other Resources Data Needed to place a colleague on Severance Leave NOTES: The following data will be required: q Name: Name of the colleague that is going on a severance leave q Taxable: Determine if the colleague qualifies for benefit taxation. q Job Change information: Name of Sup Org and department number for Severance q Length of severance: Begin and end dates of severance leave for colleague q Documentation: Documentation for payroll if needed, based on your current process Workday Job Aid: Severance Leave Page 4 of 8

HR: Severance Process Initiate • Process Steps Which role(s) can do this step? • HR Partner • HR Representative • HRSS Representative NOTE: This job aid provides direction for someone other than the colleague to perform the change request. 1. Log in to Workday 2. Type the name of the colleague whose is going on a severance leave in the search field and press Enter SHORTCUT: When you start typing in the search box, options appear as you type. Click the option here rather than continuing to the Search Results screen. Workday Job Aid: Severance Process Page 5 of 8

HR: Severance Process Initiate • Process Steps (continued) 3. If the colleague does not qualify for benefit taxation, proceed to step 5 4. If the colleague qualifies for benefit taxation: a. Click ‘Personal’ tab of the colleague’s record and select IDs b. Edit ‘Other IDs for Worker’ add Other ID Type ‘Taxable Severance’ and indicate “Y” for the Identification #; Submit; Click Done 5. Click the Actions button that appears next to the colleague’s name 6. Follow process for job change BP. Click Job Change click: transfer, promote or Change Job then 7. In start click edit icon and add: the start date of the severance according to the agreement. Why are you making change: Move to Another Manager, Add manger name (HR administration with Supv org set up). Should be on the same team as the HR administrator too. Location can remain the same, but work from home flag should be changed on change address page if taxes are affected. 8. Click Start at bottom of the page 9. Move headcount to new manager. 10. Change department number to severance department 11. Remove allowances 12. Submit Workday Job Aid: Severance Process Page 6 of 8

HR: Severance Process Initiate • Process Steps (continued) 13. Skip maintain payroll codes 14. Skip employee contract unless you will use this at your RHM for severance leaves 15. Process complete for job change. Continue to leave process to place colleague on severance leave. 16. Go back to employee dashboard, click on actions button (brick) NOTES: After colleague is placed on severance leave, be sure to term all benefits outside of payroll system, such as executive life or Long Term Disability, employment contracts and etc. . Either term Kronos record or work with your payroll team to have them term the Kronos record. If this is not completed, there is a likelihood that the colleague would be double paid. 17. Hover Time and Leave, click on place worker on leave. 18. Last day of work should be the actual last day paid through (usually the day before the first day of leave, ) tab; then enter estimated last day of leave. Leave type: Severance -> Severance Leave Submit. 19. Time off partner is up next. Based on PTO plans, time off partner may or may not have to pay out remaining PTO (this is just a notification to the leave partner, it does not actually pay any $ out). Click done. 20. Review work by going into colleague record; . Review supervisor, and department; under Time off tab look at Leave of absence make sure dates are correct. Look at benefits to make sure colleague only has medical, dental, basic life, 403 b and 457 b plans. 21. Run severance query to see if all looks correct 22. (OUTSIDE OF WORKDAY) – Severance Leave does not remove system access. Please enter SAR to revoke colleagues access. • Workday Job Aid: Severance Process Page 7 of 8

HR: Severance Process At end of Severance 1. Log in to Workday NOTES: • Cannot do future dated term with a severance. If future dated term is entered, benefits will be termed. 2. Search for colleague 3. Click on actions button 4. Hover Time and Leave, click on return worker from leave. 5. Enter last day of severance (paid through date), then submit. 6. To term colleague, go back into colleague record, 7. Click on actions button, hover job change, click on terminate employee 8. Add last day of work, it should be the same date as the last day of severance. 9. Term reason is Involuntary – Departure from Positon > Separation with Agreement 10. Click on edit icon, add term date, should be the same date as last date of leave. 11. Paid trough date should be 28 days after term date. If physician or executive that may have bonuses or expected payouts, enter end of the month of the payout (can be more than 28 days) Workday Job Aid: Severance Process Page 8 of 8