Separations and Retirement  

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Separations and Retirement

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Overview

This process allows you as a manager to have the ability to administer voluntary and involuntary separations, separations due to death and employee retirements via Manager Self-Service up to thirty days in advance of the separation date.

 

Helpful Hint: Managers are encouraged to separate employees at the time they are informed of the impending separation to help prevent overpayments to terminated employees. If the employee rescinds his/her resignation and if the manager accepts, a separation entered early can be easily removed from the employees’ record.

This process ends with the collection of any state property that has been issued to the employee, and the termination of the employee’s access to computer resources and state work facilities. For more information on how to collect state property from a separating employee, view the Track Agency Property User Guide.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Transactions Covered in this User Guide
  • Initiate Voluntary Separations – A voluntary separation is a separation initiated by the employee. This process allows you as a manager to have the ability to administer voluntary separations via Manager Self-Service.
  • Initiate Involuntary Separations – An involuntary separation is a separation initiated by an HHS agency in coordination with HHS HR and Legal Services. This process allows you as a manager to have the ability to administer involuntary separations via Manager Self-Service.
  • Initiate Separation due to the Death of an Employee – You must initiate a separation due to death. This process allows you as a manager to have the ability to administer separations due to death via Manager Self-Service.
  • Initiate Retirement Separations – Employee retirement is a voluntary separation initiated by the employee. You are able to process the separation up to thirty days in advance of the date of separation.
  • Key Things to Remember – Contact information and a summary of important things to help you with Separation activities.

Key Terms

For a complete glossary of terms, click here: CAPPS Glossary.

  • Indirect Reports - Employees that directly report to your direct reports.
  • Involuntary Separation - A separation initiated by an HHS agency in coordination with HHS HR and Legal Services.
  • Last Date Physically Worked - Last date the employee was physically on the job.
  • Separation Effective Date - One day after the last date the employee is paid through. The employee could be paid for hours worked or from paid leave hours approved through the end of the month of separation.
  • Voluntary Separation - A separation initiated by the employee.

Initiate Voluntary Separations

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

A voluntary separation is a separation initiated by the employee. Once the employee has submitted his/her separation request through Employee Self-Service, you will receive an email with the employee's requested separation date, method of how he/she would like to process leave balances, and the last date physically worked. With that information in the email, you are able to process the separation up to thirty days in advance of the date of separation.

You will also receive a second email prior to the payroll deadline if you have not completed the separation process, reminding you of a pending separation request that needs to be processed to prevent an overpayment. This process allows you as a manager to have the ability to administer voluntary separations via Manager Self-Service up to thirty days in advance of the separation date.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For help with terms used in this User Guide, go to the top of the page. Top of Page

Text Only Step Actions for Initiating a Voluntary Separation

Follow the steps below to initiate a voluntary separation.

 

Steps

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Separations & Retirement drop-down menu.

    3.  

  3. Select the Voluntary Separations link. The Select Employee page displays.

    4.  

  4. Select the employee by clicking on the employee’s name. To select one of your employee’s direct reports, click the org chart icon next to the employee’s department. The Voluntary Separation page displays.

    5.  

  5. Enter the Separation Effective Date.

     

    Helpful Hints:

    • The Separation Effective Date is one day after the last date the employee is paid through at the agency.
    • Once the Separation Effective Date has been entered, the Last Date Paid Through will automatically populate.

      •  

  6. Enter the Last Date Physically Worked.

     

    Helpful Hint: The Last Date Physically Worked cannot be greater than the last date paid through.

     

  7. Click the Reason for Separation drop-down arrow and select a reason from the list.

     

    Helpful Hint: If the employee is transferring to another agency, the Agency Transferred To drop down menu will appear and the agency the employee is transferring to must be selected.

     

  8. Click the Submit button. The Save Confirmation page displays.

    9.  

  9. Click the OK button.The Save Confirmation page displays.

    10.  

  10. Click the OK button. A new screen displays and highlights that the employee is now terminated in CAPPS.

    11.  

Initiating a Voluntary Separation

Follow the steps below to initiate a voluntary separation.

 

Steps

 

Image of the Manager Self-Service menu with the Separations & Retirement menu expanded. The image shows a highlighted box around the Voluntary Separations link.

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Separations & Retirement drop-down menu.

    3.  

  3. Select the Voluntary Separations link. The Select Employee page displays.

    4.  

Image of the Select Employee page. The image shows a highlighted box around the Name column.

 

  1. Select the employee by clicking on the employee’s name. To select one of your employee’s direct reports, click the org chart icon next to the employee’s department. The Voluntary Separation page displays.

    2.  

Image of the Voluntary Separation page.

 

  1. Enter the Separation Effective Date.

     

    Helpful Hints:

    • The Separation Effective Date is one day after the last date the employee is paid through at the agency.
    • Once the Separation Effective Date has been entered, the Last Date Paid Through will automatically populate.

      •  

  2. Enter the Last Date Physically Worked.

     

    Helpful Hint: The Last Date Physically Worked cannot be greater than the last date paid through.

     

  3. Click the Reason for Separation drop-down arrow and select a reason from the list.

     

    Helpful Hint: If the employee is transferring to another agency, the Agency Transferred To drop down menu will appear and the agency the employee is transferring to must be selected.

     

  4. Click the Submit button.

    5.  

Image of the Confirmation Message page. The image shows a highlighted box around the OK button.

 

  1. Click the OK button. The Save Confirmation page displays.

    2.  

Image of the Save Confirmation page. The image shows a highlighted box around the OK button.

     

  1. Click the OK button. A new screen displays and highlights that the employee is now terminated in CAPPS.

    2.  

Image of the Termination Confirmation page. The image shows a highlighted box around the OK button.

Initiate Involuntary Separations

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

An involuntary separation is a separation initiated by an HHS agency in coordination with HHS HR and Legal Services. This process allows you as a manager to have the ability to administer involuntary separations via Manager Self-Service up to thirty days in advance of the separation date.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For help with terms used in this User Guide, go to the top of the page. Top of Page

Text Only Step Actions for Initiating an Involuntary Separation

Follow the steps below to initiate an involuntary separation.

 

Steps

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Separations & Retirement drop-down menu.

    3.  

  3. Select the Involuntary Separation link. The Select Employee page displays.

    4.  

  4. Select the employee by clicking on the employee’s name. To select one of your employee’s direct reports, click the org chart icon next to the employee’s department. The Involuntary Separation page displays.

    5.  

  5. Enter the Separation Effective Date.

      6.  

    Helpful Hints:

    • The Separation Effective Date is one day after the last date the employee is paid through at the agency.
    • Once the Separation Effective Date has been entered, the Last Date Paid Through will automatically populate.

      •  

  6. Enter the Last Date Physically Worked.

     

    Helpful Hint: The Last Date Physically Worked cannot be greater than the last date paid through.

     

  7. Click the Reason for Separation drop-down arrow and select a reason from the list.

    8.  

  8. Click the Submit button.

    9.  

  9. Click the OK button. The Save Confirmation page displays.

    10.  

  10. Click the OK button. A new screen displays and highlights that the employee is now terminated in CAPPS.

    11.  

Initiating an Involuntary Separation

Follow the steps below to initiate an involuntary separation.

 

Steps

 

Image of the Manager Self-Service menu with the Separations & Retirement menu expanded. The image shows a highlighted box around the Involuntary Separations link.

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Separations & Retirement drop-down menu.

    3.  

  3. Select the Involuntary Separation link. The Select Employee page displays.

    4.  

Image of the Select Employee page. The image shows a highlighted box around the Name column.

 

  1. Select the employee by clicking on the employee’s name. To select one of your employee’s direct reports, click the org chart icon next to the employee’s department. The Involuntary Separation page displays.

    2.  

Image of the Involuntary Separation page.

 

  1. Enter the Separation Effective Date.

     

    Helpful Hints:

    • The Separation Effective Date is one day after the last date the employee is paid through at the agency.
    • Once the Separation Effective Date has been entered, the Last Date Paid Through will automatically populate.

      •  

  2. Enter the Last Date Physically Worked.

     

    Helpful Hint: The Last Date Physically Worked cannot be greater than the last date paid through.

     

  3. Click the Reason for Separation drop-down arrow and select a reason from the list.

    4.  

  4. Click the Submit button.

    5.  

Image of the Confirmation Message page. The image shows a highlighted box around the OK button.

 

  1. Click the OK button. The Save Confirmation page displays.

    2.  

Image of the Confirmation Message page. The image shows a highlighted box around the OK button.

     

  1. Click the OK button. A new screen displays and highlights that the employee is now terminated in CAPPS.

Image of the Termination Message page. The image shows a highlighted box around the OK button.

Initiate a Separation Due to the Death of an Employee

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

If an employee dies, you must initiate a separation due to death. This process allows you as a manager to have the ability to administer separations due to death via Manager Self-Service.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For help with terms used in this User Guide, go to the top of the page. Top of Page

Text Only Step Actions for Initiating a Separation due to Death

Follow the steps below to initiate a separation due to death.

 

Steps

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Separations & Retirement drop-down menu.

    3.  

  3. Select the Separation Due to Death link. The Select Employee page displays.

    4.  

  4. Select the employee by clicking on the employee’s name. To select one of your employee’s direct reports, click the org chart icon next to the employee’s department. The Separation Due to Death page displays.

    5.  

  5. Enter the Separation Effective Date.

     

    Helpful Hints:

    • The Separation Effective Date is one day after the last date the employee is paid through at the agnecy.
    • Once the Separation Effective Date has been entered, the Last Date Paid Through will automatically populate.

      •  

  6. Enter the Last Date Physically Worked.

     

    Helpful Hint: The Last Date Physically Worked cannot be greater than the last date paid through.

     

  7. The Reason for Separation field is automatically populated.

    8.  

  8. Click the Submit button. The Save Confirmation page displays.

    9.  

  9. Click the OK button. The Save Confirmation page displays.

    10.  

  10. Click the OK button. A new screen displays and highlights that the employee is now terminated.

    11.  

  11. Contact HHS HR for coordination of death benefits and additional information regarding survivor benefits. Refer to the HR,TL,PAY Contact List for specific contact information.

    12.  

Initiating a Separation due to Death

Follow the steps below to initiate a separation due to death.

 

Steps

 

Image of the Manager Self-Service menu with the Separations & Retirement menu expanded. The image shows a highlighted box around the Separation Due to Death link.

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Separations & Retirement drop-down menu.

    3.  

  3. Select the Separation Due to Death link. The Select Employee page displays.

    4.  

Image of the Select Employee page. The image shows a highlighted box around the Name column.

 

  1. Select the employee by clicking on the employee’s name. To select one of your employee’s direct reports, click the org chart icon next to the employee’s department. The Separation Due to Death page displays.

    2.  

Image of the Separation Due to Death page.

 

  1. Enter the Separation Effective Date.

     

    Helpful Hints:

    • The Separation Effective Date is one day after the last date the employee is paid through at the agnecy.
    • Once the Separation Effective Date has been entered, the Last Date Paid Through will automatically populate.

      •  

  2. Enter the Last Date Physically Worked.

     

    Helpful Hint: The Last Date Physically Worked cannot be greater than the last date paid through.

     

  3. The Reason for Separation field is automatically populated.

    4.  

  4. Click the Submit button.

     

Image of the Confirmation Message page. The image shows a highlighted box around the OK button.

 

  1. Click the OK button. The Save Confirmation page displays.

    2.  

Image of the Save Confirmation page. The image shows a highlighted box around the OK button.

     

  1. Click the OK button. A new screen displays and highlights that the employee is now terminated.

    2.  

Image of the Termination Message page. The image shows a highlighted box around the OK button.

     

  1. Contact HHS HR for coordination of death benefits and additional information regarding survivor benefits. Refer to the HR,TL,PAY Contact List for specific contact information.

    2.  

Initiate Retirement Separations

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

Employee retirement is a voluntary separation initiated by the employee. Once the employee has submitted his/her separation request through Employee Self-Service, you will receive an email with the employees requested separation date, method of how he/she would like to process leave balances, and the last date physically worked. With that information in the email, you are able to process the separation up to thirty days in advance of the date of separation.

You will also receive a second email prior to the payroll deadline if you have not completed the separation process, reminding you of a pending separation request that needs to be processed to prevent an overpayment. This process allows you as a manager to have the ability to administer employee retirements via Manager Self-Service up to thirty days in advance of the separation date.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

 For help with terms used in this User Guide, go to the top of the page. Top of Page

Text Only Step Actions for Initiating an Employee Retirement

Follow the steps below to initiate an employee retirement separation.

 

Steps

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Separations & Retirement drop-down menu.

    3.  

  3. Select the Employee Retirement link. The Select Employee page displays.

    4.  

  4. Select the employee by clicking on the employee’s name. To select one of your employee’s direct reports, click the org chart icon next to the employee’s department. The Employee Retirement page displays.

    5.  

  5. Enter the Separation Effective Date.

     

    Helpful Hints:

    • The Separation Effective Date is one day after the last date the employee is paid through at the agency.
    • Once the Separation Effective Date has been entered, the Last Date Paid Through will automatically populate.

      •  

  6. Enter the Last Date Physically Worked.

     

    Helpful Hint: The Last Date Physically Worked cannot be greater than the last date paid through.

     

  7. The Reason for Separation field is automatically populated.

    8.  

  8. Click the Submit button.

    9.  

  9. Click the OK button. The Save Confirmation page displays.

    10.  

  10. Click the OK button. A new screen displays and highlights that the employee is now terminated in CAPPS.

    11.  

Initiating an Employee Retirement

Follow the steps below to initiate an employee retirement separation.

 

Steps

 

Image of the Manager Self-Service menu with the Separations & Retirement menu expanded. The image shows a highlighted box around the Employee Retirement link.

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Separations & Retirement drop-down menu.

    3.  

  3. Select the Employee Retirement link. The Select Employee page displays.

    4.  

Image of the Select Employee page. The image shows a highlighted box around the Name column.

 

  1. Select the employee by clicking on the employee’s name. To select one of your employee’s direct reports, click the org chart icon next to the employee’s department. The Employee Retirement page displays.

    2.  

Image of the Employee Retirement page.

 

  1. Enter the Separation Effective Date.

     

    Helpful Hints:

    • The Separation Effective Date is one day after the last date the employee is paid through at the agency.
    • Once the Separation Effective Date has been entered, the Last Date Paid Through will automatically populate.

      •  

  2. Enter the Last Date Physically Worked.

     

    Helpful Hint: The Last Date Physically Worked cannot be greater than the last date paid through.

     

  3. The Reason for Separation field is automatically populated.

    4.  

  4. Click the Submit button.

    5.  

Image of the Confirmation Message page. The image shows a highlighted box around the OK button.

 

  1. Click the OK button. The Save Confirmation page displays.

 

Image of the Save Confirmation page. The image shows a highlighted box around the OK button.

 

  1. Click the OK button. A new screen displays and highlights that the employee is now terminated in CAPPS.

    2.  

Image of the Termination Message page. The image shows a highlighted box around the OK button.

     

Key Things to Remember

Key Things to Remember

Service Center Information:

 

  • The Service Center operates between 7:00 a.m. and 7:00 p.m. Central Time, Monday through Friday. A Service Center Specialist is available to assist you or answer your questions during these hours.

    •  

  • You may contact the Service Center at 1-888-TX-HHS-HR (1-888-894-4747), or TDD/TTY for the Hearing Impaired 1-866-839-2747.

    •  

  • You may email your questions directly to the Service Center by selecting Ask Service Center on the CAPPS home page (must be logged in) using the online form to enter and submit your questions.

    •  

Separations and Retirement:

 

  • Before initiating a separation, review the separation checklists found in the Quick Links section of the homepage.

    •  

  • All time entries must be accurately entered/verified and either approved, changed or denied as appropriate on the employee's timesheet before a separation is initiated. Please refer to the Time and Leave Management User Guide for additional information on timesheets.

    •  

  • All property collection must be accurately entered/verified in Track Agency Property before a separation is initiated. Please refer to the Track Agency Property User Guide for additional information.

    •  

  • If an employee is transferring to a new agency there is an additional step to separating the employee. When you choose the Trans to Another Agency option in Reason for Separation, a new field called Agency Transferred To will appear. Choose the correct agency the employee is transferring to.

    •  

  • To view the direct reports of one of your employees select the org chart icon next to the employee’s department.

    •  

  • The separation effective date is one day after the last date the employee is paid through at the agency.

    •  

  • Managers can process the separation up to thirty days in advance of the date of separation.

    •  

  • If you need to revise a separation after you have processed it, contact the Service Center for assistance.

    •  

  • The separation or retirement process ends with the collection of any state property that has been issued to the employee, and the termination of the employee’s access to computer resources and state work facilities. For more information on how to collect state property from a separating employee, view the Track Agency Property User Guide.

    •  

  • The retirement date is the first day the employee is no longer employed at the agency.

    •