Work Instruction
Functional Area: Manager Self Service (MSS) / MSS Separation PCR
PurposeMSS
Use this procedure to process a separation action for an employee.The separation can be either voluntary or involuntary. The Separation PCR is part of a combination form:UC Separation/Retirement/End of Assignment.The Separation PCR is used when the employee has no other active positions.
The combination form was created to provide greater efficiencies for the maintenance of an employee's working relationship with the University.
Prerequisites
  • Manual processes required prior to the submittal of a PCR are documented in the Business Process Information below.
URL Address
Use the following URL to begin this transaction:
Helpful Hints
  • If the initiator triggers a systemalert "Please select End of Assignment" for this employee, do not use the Separation PCR.
  • The End of Assignment PCR means that the employee has multiple assignments, and isnot separating from all of them.
  • "PCR/New Hire Processing Schedules" --provides good documentation regarding Payroll due dates for PCRs and can be found on the Payroll Operations Web Site:
  • The "PCR Overview" tab in MSS provides a PCR Status Report for PCRs you have initiated.
  • The "PCR Overview" tab in MSS provides a PCR Status Report for PCRs you have initiated.The "Overview" tab will contain all PCRs that have been returned to you as the initiator to edit and resubmit.On certain screens you may have to scroll to view some data entry fields.
  • The Effective Date field is the effective date for the action. Today's date is the default date automatically pre-filled in the PCR.You can change it to another date by typing the date in the format: MM/DD/YYYY; or you can use the calendar control to select the effective date for the action.
  • You can now search foremployees by using the Standard Search or an Advanced Search:
  • Standard Search allows you to find the employee by either the Last Name, First Name or Personnel Number (PERNR); or
  • Advanced Search provides more criteria to search for the employee:Organizational Unit, Personnel Area, Personnel Subarea
Tips and Tricks
If a student has requested a separation from your department, (and the employee has other active positions), please contact the other departments and request them to complete an 'End of Assignment PCR'.
To process a separation action for the student, the student must not have any other active positions at the University.
The Separation PCR is included in a Collision group (formerly known as "Earmarks").
The Collisionfunction for the PCRs in a number of ways:
  • A PCR in an Collision group cannot be processed simultaneously with otherCollision PCRs. The Collision PCR groupsare:
  • Separation (Voluntary and Involuntary)
  • Retirement
  • All of the PCRs for maintaining Leaves of Absences
  • Cost Distribution
  • Collision protects the integrity of an employee’s record by controlling the sequence and the timing of PCR changes
  • A Collision locks the employee record until the Collision PCR has been completed.
In the case of a Separation PCR, the earmark is very important since there are many business processes that are coordinated with the separation action.
The voluntary reasons for a separation of employment as they appear on the Separation PCR are as follows:
Reason Code # / Reason Name
11 / Accepted New Job (Acad/Non Acad)
12 / Personal Reasons
13 / Disability Termination
15 / Military
16 / Death of an Employee
17 / Death of a Retiree
20 / Retiree/Separation Add. Assign
As all employee separations are not a result of the voluntary decision made by the employee, a department sometimes may need to terminate an employee due to certain circumstances that makes the separation involuntary. Involuntary Separations may also cause an employee not to be eligible for rehire. The business unit should review the Separation Code list at determine the appropriate separation code.The business unit needs to contact the Labor and Employee Relations department when the separation involves an involuntary separation. For more information, please review the following Policy and Procedures:
  • Human Resources Policies 15.2, 15.3,17.1
  • ORC 124.34
  • University Rule 30-19-01
The involuntary reason codes for a Separation PCR are as follows:
Reason Code # / Reason Name
01 / Layoff - Classified employees only
02 / Completion of Contract
03 / Expiration of Appointment
04 / Reorganization
05 / Initial Probation
06 / Excessive Unexcused Absence
07 / Unsatisfactory Performance
08 / Misconduct/Violation of UC Rules
09 / Never Reported to Work
10 / Failure to Return from Leave
21 / Resign for Terminable Offense
22 / Lack of Work
23 / Lack of Funds
24 / Loss of Grant
25 / Quit without Notice
26 / Expiration of Work Eligibility
11/7/2017
Ver: Rev 2016-1 / MSS Separation PCR.udc
© University of Cincinnati / 1/1
Work Instruction
Functional Area: Manager Self Service (MSS) / MSS Separation PCR
Procedure
1. / Start the transaction using the menu path or transaction code.
Welcome - UCFlex Enterprise Portal - Windows Internet Explorer

2. / Click the Manager Self-Service tab .
Work Overview - UCFlex Enterprise Portal - Windows Internet Explorer

3. / Click the Personnel Change Request tab .
Select Employee

4. / As required, complete/review the following fields:
Field / R/O/C / Description
Last name: / Required / Employee's last name
Example:
Hardi*
First name: / Optional / Employee's first name
Example:
Nicol*
sandra
Personnel number: / Optional / Unique number assigned to an employee's job assignment
Example:
14862
/ Advanced Search provides more criteria to search for the employee: Organizational Unit, Personnel Area, Personnel Subarea.
/ Remember to use the PCR "Step Road Map" toknow the phase of thePCR initiating process.
5. / Click the Start button .
Select Employee

6. / To select an employee click the button in front of their name.
Select Employee

7. / Click the Next button .
Select Process for Hardiman Sandra

8. / Click the button to select the Separation/Retirement/End of Assignment PCR.
Select Process for Hardiman Sandra

9. / Click the Next button .
Select Process for Hardiman Nicole

10. / If no error occurs go to the next step.
/ New Option:Save as a Draft to complete the PCR later. A draft creates a collision (just like an earmark).Finish processing as soon as possible to not block other PCRs.
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer

11. / As required, complete/review the following fields:
Field / R/O/C / Description
Effective Date / Required / Date the changes become effective for the employee's record or Effective date of plan data (Benefits)
Example:
06/30/2016
Please enter theEffective DateDate in the format MM/DD/YYYY.
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer

12. / Scroll down to view more of the form.
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer

13. / Click the drop down button to view the reasons for separation.
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer

14. / Click the desired reason for separation from the drop down listing .
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer

15. / As required, complete/review the following fields:
Field / R/O/C / Description
New Comments / Required / Comments add to a PCR tofurther explainthe reason for the action
Example:
Appointment ends last day of June
Comments must be provided so the approvers know the reason for the salary adjustment and to make clear the intent of the PCR.
Fill Out Form UC Separation/Retirement/End of Assignment for Hardiman Sandra

16. / Click the Next button .
/ This is the last screento check the accuracy of the entered data beforesending the form.The form can't be changed on this step. Click the previous button toedit the data.
Review Form UC Separation/Retirement/End of Assignment for Hardiman Sandra

17. / Click the Send button .
/ Remember to keep the process reference number for tracking.
Step Completed

18. / Click .
/ It's very important to logoff before closing the browser window. Your session could hang or remain open.
Welcome - UCFlex Enterprise Portal - Internet Explorer

19. / Click Yes .
End of simulation.

20. / End.
11/7/2017
Ver: Rev 2016-1 / MSS Separation PCR.udc
© University of Cincinnati / 1/21
Work Instruction
Functional Area: Manager Self Service (MSS) / MSS Separation PCR
Result
You have successfully initiated a Separation PCR.
11/7/2017
Ver: Rev 2016-1 / MSS Separation PCR.udc
© University of Cincinnati / 1/21