1. Workday – Severance Job Aid
January 8, 2018

2. Workday Job Aid HR: Severance Process
Description
This process is to place a colleague on a severance leave in Workday
When to Use
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

3. Workday Job Aid: Severance Process
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. Workday Job Aid: Severance Leave
HR: Severance Process
Notifications No 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. Workday Job Aid: Severance Process
HR: Severance Process
Initiate
Process Steps
Log in to Workday
Type the 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. Workday Job Aid: Severance Process
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 Start at bottom of the page
Move headcount to new manager.
Change department number to severance department
Remove allowances
Submit
Workday Job Aid: Severance Process

7. Workday Job Aid: Severance Process
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) – Many RHM’s wish to disable access. Please enter SAR to revoke colleagues access if needed.
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. Workday Job Aid: Severance Process
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