WV Division of Personnel wv OASIS SEPARATIONS Presented

WV Division of Personnel wv. OASIS SEPARATIONS Presented by Lisa Collins Acting Administrative Services Manager Personnel Transaction Review

Go. Live!!! Go. Live implementation for Wave 2 agencies, which include everyone not already in OASIS, will be May 14 th, 2016. The Division of Personnel, in cooperation with the State Budget Office and the State Auditor’s Office have been working together to identify the most common challenges for agencies. This session will discuss those challenges and resolutions.

Voluntary Separations – Step 1 • • • Up to three ESMTs are required to separate a permanent employee. If the employee is exception paid they must first be transitioned to positive pay. The PACT code would be TRNP – Transition to positive pay. The from date (previously know as effective date) would be the first day of the pay period in which their separation will be completed. Employee Status – H – Transition Pay Class – should be either TER 35, TER 37 or TER 40 Pay Rule – make sure it starts with “P”

Voluntary Separations – Step 2 • • • This ESMT is used to process final payout, record the actual termination date, and change the Pay Class to reflect termination if the first ESMT was not required. PACT – TRSN – Transition PART – ATE – Terminate at Will of Employee From Date – LAST DAY OF WORK Increment Service Date – Update, if necessary. Employee Status – H - Transition

Voluntary Separations – Step 3 TIPS • • This ESMT is used to place the employee in final termination status and vacate the position. From Date – Day after last day of work – even if it is a partial day. Always make sure you blank out the Position Number Change the Payroll Number to TERM

Voluntary Separations – Step 3 Resignation • • PACT – RESGN – Resign PART – EMP – Resign Other Employment PART – PSL – Resign Personal Reasons PART – MOV – Resign Relocation PART – SCH – Resign Return to School PART – ROR – Resign Other Reason PART – LOA – Leave of Absence Employee Status – V - Voluntary

Voluntary Separations – Step 3 Retirement PACT – RETRE – Retirement PART – RLE – Retirement Leave Eligible PART – REG – Retirement Regular PART – LOA – Leave of Absence PART – DIS – Retirement Disability • Employee Status – R - Retirement •

Voluntary Separations – Step 3 Death • • PACT – DEATH – Death PART – No PART CODE Employee Status – D - Death

Pay Progression Tab Increment Service Date • • The Increment Service Date is used to determine how much increment an employee is entitled to. This date is important to the prorated increment payout at separation. A tenure calculation will be required when processing a TRSN if the employee has had ANY leaves of absence or breaks in service.

Conclusion • • • Your agencies are going to be in workflow beginning 5/14/2016. Please keep in mind that there are multiple levels of approval. DO NOT PROCESS TRSN TRANSACTIONS FOR EMPLOYEES UNLESS THEIR EFFECTIVE DATE IS ON OR AFTER 5/14/2016. DO NOT SEPARATE ANY EMPLOYEE IN OASIS UNLESS THEIR EFFECTIVE DATE IS ON OR AFTER 5/14/2016.