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Important Information About Completing a Separation Workflow

Apr 07, 2021

Submitting a separation workflow when you know an employee is separating from the College is important and timely submission is critical. Please see below for guidance and reference the attached list for Banner separation codes to utilize when creating a separation workflow.  At the bottom of this page, you will find links to TWO NEW SEPARATION WORKFLOW JUST IN TIME (JIT) TRAININGS.  One training is for department users and the second is for employees.  Contact your Human Resources Consultant if you have any questions about this process. 

How do you know you need to enter a separation workflow?

A separation workflow is needed when an employee has resigned and is ending employment with the College

  • Enter the separation as code S1 Resignation, Employment Action Terminate Employment at CNM
  • Attach the letter of resignation, ensure the date of the separation match the date on the letter

Or an employee is separating from a position in your department but will remain employed with the College in another capacity

  • Enter the separation as code S1 Resignation, Employment Action Separate from Position (list only the position number the employee is separating from not all position numbers and add notes to the separation indicating separate from position only)

 Or is involuntarily terminated

  • Enter the separation as code S5 Discharge, Employment Action Immediate Termination-Process Now
  • Attach termination notice, ensure the date of the separation match the date on the notice

 When should you submit a separation workflow?

Immediately, as soon as you receive the letter of resignation or receive the official termination notice from Human Resources

What are the implications if you don’t submit a separation workflow timely?

  • The College continues paying the employers share of benefit premiums because HR is not aware the employee has separated so their benefits remain active
  • If the employee is a full time exempt employee, they could get paid after they have separated and result in the former employee owing the College money, creating a debt scenario because HR and Payroll are not aware of the separation
  • The employee will not get paid out leaves, if applicable
  • Risk that the employee will keep College property i.e. laptop, cell phone, IPad
  • The employee may still have their P-Card and ability to make purchases after they are no longer employed with the College
  • The employee continues to have access to the Colleges systems i.e. badge access to buildings, access to Banner, network access, email access, keys to access offices and/or proprietary documents
  • Compliance issue, because legally the College is required to issue a final paycheck to the former employee within five (5) days of an involuntary termination

 Separation Workflow Just in Time Training Links