Employee Separation
Important Notes:
When separating an employee, it’s important to select the appropriate type of separation.
Separation types include:
Death: select this option if the individual has passed away. The date of the separation should be the last date of work; please add the date of death in the comments section.
End of Appointment: select this option when ending a student employee or non benefit eligible position prior to the expected end date.
Failure to Complete Entrance Probation: select this option if a classified employee does not meet their probationary requirements and you have worked with Employee Relations to come to this reason.
Government Job: select this option if ending a position for benefit eligible employee because they are moving to a non state agency government job. Government jobs include City, County or Federal.
Transfer to another state agency: select this option if a benefit eligible employee is transferring to another position with the state of Idaho and their leave should roll over because there’s no break in service. If there is at least a one day break in service, the leave will be paid out and you should select “Personal Reasons”. If you have questions about breaks in service, submit an HR ServiceNow Ticket.
Involuntary Termination and Layoff/Shortage of Work : before selecting these reasons, please meet and discuss the situation with Employee Relations.
Personal Reasons: select this reason for benefit eligible employees who are leaving for a private sector job or if the separation does not fall into any other category. This will pay out any vacation earned.
Retirement: select this option for benefit eligible employees retiring from the workforce. Reference the Human Resources Retirement page for more information.
Step 1: Access the Employee Separation and Log in via Boise State SSO
Access the Employee Separation form by selecting this link.
Enter your user name and password in the Boise State single sign on (SSO) window.
If you get an error message after attempting to login, try accessing the form through an incognito browser. To access the form using an incognito browser, right click this link and select “Open link in incognito window.” You may also copy the link and open the form in a separate browser.
Step 2: Select the Employee HR Department
Type the 5 digit HR department of the department that houses the employee assignment record in the “Select Department” drop-down field.
Select the appropriate department.
Step 3: Locate the Employee
Select “Yes” in response to the question “Is this change for an active assignment?”. All active employees for the department selected will populate.
Select an Employee from the “Select Employee” dropdown menu. The Employee information will auto-populate on the form.
Related employee details will populate in the Employee Information section of the form.
Step 4: Enter Separation Details
Select the Type of Separation from the dropdown menu. Separation types include:
Death: select this option if the individual has passed away. The date of the separation should be the last date of work; please add the date of death in the comments section.
End of Appointment: select this option when ending a student employee or non benefit eligible position prior to the expected end date.
Failure to Complete Entrance Probation: select this option if a classified employee does not meet their probationary requirements and you have worked with Employee Relations to come to this reason.
Government Job: select this option if ending a position for benefit eligible employee because they are moving to a non state agency government job. Government jobs include City, County or Federal.
Transfer to another state agency: select this option if a benefit eligible employee is transferring to another position with the state of Idaho and their leave should roll over because there’s no break in service. If there is at least a one day break in service, the leave will be paid out and you should select “Personal Reasons”. If you have questions about breaks in service, submit an HR ServiceNow Ticket.
Involuntary Termination and Layoff/Shortage of Work : before selecting these reasons, please meet and discuss the situation with Employee Relations.
Personal Reasons: select this reason for benefit eligible employees who are leaving for a private sector job or if the separation does not fall into any other category. This will pay out any vacation earned.
Retirement: select this option for benefit eligible employees retiring from the workforce. Reference the Human Resources Retirement page for more information.
Last Day Employed: Enter the last date the employee will be paid. Visit the Payroll and Holiday Calendars to confirm pay period dates as needed.
Answer “Yes” or “No” to the question “Will vacation be paid out from a different funding than what is listed on the employee’s assignment?”. Run the Active Employee Funding Pay report to see an employee’s assignment funding information.
If you answer “yes”, enter the Funding String in the table that appears on the form. The funding string will validate the funding string entered to ensure an active string is submitted. Only one funding string can be entered on an employee separation.
Comments: Add any important details about this employee costing change request. HR Processors read all comments and will reach out to form submitters if any clarification is needed.
Step 5: Enter Additional Reviewer Information
Select “Yes” or “No” in response to the question “Is this a grant funded position?”
If yes, type the Principal Investigator’s user name (first part of the employee’s Boise State email address) in the Principal Investigator UserName field.
Select “Yes” or “No” in response to the question “Does this position require review by costing department?”
If yes, type the reviewer’s user name (first part of the employee’s Boise State email address) in the Costing Department Approver UserName field.
If multiple approvers are required, select the green + to the right of the approvers email field to add additional approvers.
Select the red – to the right of the approvers if you need to delete an approver added by mistake.
(Optional) Add Supporting Documentation
If applicable, add supporting documentation by selecting the “Add Supporting Documents” button at the bottom of the form. A couple of examples include but are not limited to: attaching an incorrect contract with the needed changes, or a screenshot of a submitted data change that will need to be reflected in a new contract.
Step 6: Validate Request
After you have entered all the information on the form, click the “Validate Request” button at the bottom of the form. This will make sure that all required fields have been filled out.
If required information is missing an error will appear and the required fields will highlight red so you know which field(s) still needs to be filled out.
Step 8: Submit
After the form has been validated as complete, a “Submit Request” button shall appear at the bottom of the form. Select this button to submit the form, and it will be routed forward for approvals.
What happens next?
The request will route to the following:
The line manager (supervisor) of the employee being transacted upon.
The funding source manager for the HR department of the employee assignment.
Human Resources review
Graduate College if the transaction includes job codes: 49121, 49120, 49112, 49110, 49111, 49181, 49180
Costing Department review, if the costing/ fund manager is added as an additional approver on the form
Principal Investigator (PI) review, if PI is added as an additional approver on the form.
College / Division level approver review
Provost if the person being transacted upon is faculty
HR for final review and processing
How can I follow up on the status of the request once it’s submitted?
You can check the status of forms you have submitted using the following link: formstatus.boisestate.edu.
Important notes:
Only the person that submitted the perceptive form will have access to follow up on the approval workflow using the forms status link.
The form status page will only display information for perceptive forms that still need approval/processing. Once requests have been processed, the request will show “completed.” Forms will stay in a completed workflow for 2 days and then be archived If all forms submitted have been fully approved and archived, you will see a message that states “No forms found.”
End of Process
Need help with the steps above?
For assistance with technical or routing issues, assistance finding forms, or to find out the status of a form submit an HR Service Request form.
If you have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.