- 1. Upon receipt
of written notice of separation, follow the HR responsibilities listed
in the DHHS
Separation or Transfer from Employment policy.
Following receipt of the Employee Separation or Transfer
form, the Employee Separation or Transfer Supervisor Checklist and the
Separation Action Form (SAF), with the authorized signatures, the employee’s
personnel file is pulled from the active files. A Separations Check List
is attached to the employee file to be checked off as each action is completed.
- Request the
employee’s original timesheet with a year-to-date timesheet audit.
- Request the
employee’s performance evaluation (PMP) close out.
- On PMIS, complete
PD-105 Separation Action. Review the PMIS Manual Direct Entry System Section,
for instructions for processing the PD-105. You may download manual from
website: www.osp.state.nc.us under Division & Services. Send electronic
copy of PD 105 to DHHS payroll.
- 5. Send the DHHS
Separation Information Memorandum to the employee that includes contact
information for benefit vendors. In PMIS access the employee’s history
screen and then hit PF8 to view the employee’s current payroll deductions.
Retain one copy of the memorandum in the personnel file.
- Notify the
benefits vendors listed on the PF8 Screen in PMIS of the employee separation.
- Follow agency
procedure for exit interviews. The employee may also complete an exit
- Review the Separation
Checklist to ensure that the Employee Separation or Transfer Notification,
Employee Separation or Transfer Supervisor Checklist and a Separation
Action Form, PMP Close Out, original timesheet, timesheet audit and the
approved PD-105 from OSP has been received. Note on the checklist that
all actions have been completed.
personnel file in the Inactive Files. If the employee is transferring
to another State agency, the file should be forwarded to the hiring
agency. A dummy file should be retained to include a copy of the following:
PD 105 separation, Separation Action Form (SAF), Employee Separation
or Transfer Notification form, leave audit sheet, 6120 State Service
and letter to the forwarding agency.