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HRIS Online Inquiry and Entry Guide –
Chapter 3 – HRIS Online Data Entry

How to Terminate an Employee

Perform the following steps to enter employee terminations (reason codes 051 – 069) on the Employee Descriptive Information screen.

  1. Enter ED in the OPTION field of the Personnel Update Menu.

    – or –

    From any screen in HRIS, press Home to advance to the top-left corner of the screen at the ALT CMD field, then enter HEED.

  2. Press Enter. The Employee Descriptive Information screen appears.
        ALT CMD: ____     EMPLOYEE DESCRIPTIVE INFORMATION                        
                                                                                
 AGENCY: ___      SSN: _________      REASON CODE: ___       EFF DATE: ________ 
 -------------------------------------------------------------------------------
 REVERSAL IND:       _    TRANSFER AGY FR: ___       TRANSFER AGY TO:   ___     
 NAME - FIRST: ___________MI: 			 LAST: ___________________________________
 NON RES ALIEN IND:  _    BIRTH DATE:      ________  RACE:              _       
 SEX:                _    EMPL TYPE:       __        VETERAN IND:       _       
 STAT ATTR CD:       _    BRP ELIG IND:    _         BRP INCREASE:      _______ 
 TEMP SSN IND:       _    UNIT NUMBER:     ____      EMPL DATA REL IND: _       
 DIRECT DEP IND:     _    LOCATOR CODE:    _______   ACADEMIC RANK:     _       
 TENURE STATUS:      _    EDUCATION LEVEL: _                                    
                    MAILING: ADDR1: _________________________                   
                             ADDR2: _________________________                   
                             CITY:  ____________________________                
                             STATE: __      ZIP: _________                      
                                                                                
 EMPLOYMENT DT: ________   TERMINATION DT:              PAY RAISE ELIG IND: _   
RELEASE - ADDRESS: _  HOME PHONE: _  SSN: _  FAMILY INFO: _  EMER CONTACT: _    
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12-
               PVSC  MAIN  MENU  REFR                                       END
  1. Enter the following key mandatory fields:

    AGENCY (Key Mandatory)
    Enter your agency number.

    SSN (Key Mandatory)
    Enter the employee’s Social Security number without spaces or hyphens.

    REASON CODE (Key Mandatory)
    Enter 051 – 069, whichever applies.

    051 Inadequate salary
    052 Lack of opportunity for advancement
    053 Dissatisfaction with supervisors or co-workers
    054 Travel
    055 Working hours
    056 Dislike/unsuitability for assigned duties
    057 Resignation in lieu of involuntary separation
    058 Personal reasons not related to the job
    059 Reasons unknown
    063 At-will termination
    064 Reduction in force/layoff
    065 Transfer to a different state agency
    066 End or expiration of contract or grant
    067 Dismissal for cause
    068 Retirement
    069 Death

    EFF DT (Key Mandatory)
    Enter the date of the termination (MMDDYYYY).

  2. Press Enter for the system to update the screen with the current information.

    After system message Bottom of Data appears, verify current information is correct.

  3. Press Enter to process the information.

    If successful, HRIS accepts the job information and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

    Note: All transactions with effective dates greater than the termination date will be reversed. An R will display in the action code column on ISAP.