Separation Check Request Form Instructions

See form instructions below.

Instructions

1. Enter Employee Name
2. Enter Employee ID number
3. Select the Type of Separation
   1. Involuntary – if the employee is receiving negotiated severance pay.
   2. Voluntary – if the employee gave notice and is receiving negotiated severance pay.
   3. Voluntary – if no notice was given
4. Enter the Last Day of Pay Status – the last day the employee is to be paid.
5. Enter the Separation Date – the last day the employee is working
6. Enter the Reason Code – the reason the employee is separating
7. Date HCM Updated – the date the employee separation date was entered in HCM. Please note: HCM does not have to be updated before the form is submitted to Payhelp; however, the department should maintain HCM update to ensure the employee is not overpaid.
8. Enter all employee final pay in this section (i.e. REG, TRM, CMP, OTS/OTP, ITS or VTS):
   1. Period End Date – pay period the employee last worked
   2. Title Code
   3. Rate – enter the employee rate: monthly employees, enter monthly rate for REG, convert to hourly rate for TRM, OTS/OTP, CMP (conversion formula: monthly rate divided by 174)
   4. Chartstring – please verify that the COA is valid to avoid delay
   5. DOS – the description of service
   6. HRS/% – Enter % of time for monthly rate and number of hours for hourly rate
   7. WSP – Workstudy code
9. Select Pay Disposition – "Produce Check" for a paper check or "Direct Deposit" for EFT or TotalPay Card - enter TotalPay Card in the Comment Section (#12).
10. For voluntary separation employee receiving a paper check – select if department or the employee will pick up the check.
11. Enter departmental information
    1. Form Prepared by – the person in the department preparing the form
    2. Department – department requesting the separation
    3. Contact phone number – best number to reach the preparer
    4. Date – date which the request was prepared
12. Comment – any additional information, special circumstances, etc.