Workday – Severance Job Aid

1. Workday – Severance Job Aid January 15, 2018

2. Workday Job AidHR: Severance Process Updated as of 04/01/2017

3. 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.) • Initiate:Leave partner, HR Partner, HR Representative, or HR Shared Services (HRSS) Representative • Review: HR Representative, HRSS Representative Workday Job Aid: Severance Process

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

5. HR: Severance Process Initiate • Process Steps • Log in to Workday • Typethe name of the colleague whose is going on a severance leave in the search field and press Enter • 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. 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

6. HR: Severance Process Initiate • Process Steps (continued) • If the colleague does not qualify for benefit taxation, proceed to step 5 • If the colleague qualifies for benefit taxation: • Click ‘Personal’ tab of the colleague’s record and select IDs • Edit ‘Other IDs for Worker’ add Other ID Type ‘Taxable Severance’ and indicate “Y” for the Identification #; Submit; Click Done • Click the Actions button that appears next to the colleague’s name • Follow process for job change BP. Click Job Change then click: transfer, promote or Change Job • 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. • Click Startat bottom of the page • Move headcount to new manager. • Change department number to severance department • Remove allowances • Submit Workday Job Aid: Severance Process

7. HR: Severance Process Initiate • Process Steps (continued) • Skip maintain payroll codes • Skip employee contract unless you will use this at your RHM for severance leaves • Process complete for job change. Continue to leave process to place colleague on severance leave. • Go back to employee dashboard, click on actions button (brick) • Hover over Time and Leave, click on place worker on leave. • 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. • 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. • 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, 403b and 457b plans. • Run severance query to see if all looks correct • (OUTSIDE OF WORKDAY) – Severance Leave does not remove system access . Please enter SAR to revoke colleagues access. 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. Workday Job Aid: Severance Process

8. HR: Severance Process At end of Severance Log in to Workday Search for colleague Click on actions button Hover over Time and Leave, click on return worker from leave. Enter last day of severance (paid through date), then submit. To term colleague, go back into colleague record, Click on actions button, hover over job change, click on terminate employee Add last day of work, it should be the same date as the last day of severance. Term reason is Involuntary – Departure from Positon > Separation with Agreement Click on edit icon, add term date, should be the same date as last date of leave. 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) • NOTES: • Cannot do future dated term with a severance . If future dated term is entered, benefits will be termed. Workday Job Aid: Severance Process