Employee Separation
Payout Sick Leave/VacationHR personnel determine employee unused sick leave and/or vacation lump sum payout after an employee retires, resigns, terminates, or dies.
Determine the employee’s eligibility for unused sick leave, personal leave, and/or vacation.
Refer to the following for employee’s contract/plan for eligibility information.
Most contracts/plans and compensation plans require that unused sick leave and/or vacation payoffs for eligible employees be directed to the Health Care Savings Plan (HCSP) administered by the Minnesota State Retirement System. In some cases, this requirement may be waived.
Go to the SEMA4 > Leave Activity > Balance Summary screen.
Review/confirm the employee’s unused sick leave, personal leave, and vacation balances within SEMA4.
Refer to SEMA4 Help > Leave Payoff - Check List for step-by-step directions.
You will not be able to see this information in SEMA4 for Administrators or Faculty. This information will only be listed in SCUPPS, within the Employee tab, for these employee types.
Go to the SCUPPS application.
Click Assignments from the left blue navigational menu.
The Employee Search – Assignments screen displays.
If you are already working within an employee record, instead click the Assignments tab located at the top of your screen. The Assignments tab displays. Skip to Step 6.
Search for the employee by entering the SEMA4 ID, SSN, Tech ID, or Employee Name in the associated field and clicking Search.
The screen displays the employee name and other identifying information or indicates No Results Found.
Note: Remember when searching by Employee Name to first check Show Current Institution Employees Only box and then check only the Check Former Names Also box.
Refer to Search for Employee Record for detailed information about employee search instructions.
Click on the name of the employee for which you are processing severance, leave, and/or vacation payout.
The Assignments tab displays.
Locate the employee’s rate of pay found within the Bargaining Info section.
Be sure you locate the rate of pay for the employee’s correct bargaining sequence.
Click Copy within the Employee Assignments section.
A copy of the assignment record displays within the Assignments tab, Employee Assignment screen.
More than one active record may display. Be sure you review the dates and click Copy for the correct assignment record.
Update assignment information.
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Into this field… |
Enter/Select… |
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Assignment Category |
20 |
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Charge Retirement |
Remove the |
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Charge Insurance |
Remove the |
Scroll to the Assignment Details section and update assignment details.
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Into this field… |
Enter/Select… |
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Begin |
The beginning date of the pay period in which the lump sum will be paid. |
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End |
The ending date of the pay period in which the lump sum will be paid. |
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Assignment Type |
The type of assignment. Note: If you enter the assignment type number, the assignment description populates. If you select the assignment description, the assignment number populates.
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Salary |
The assignment dollar amount if this is a manual assignment type. -- OR -- Leave this field blank if this is a system calculated assignment type. The salary populates when you click Recalc Assignment Details or Save later in the instruction. |
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Description |
Click the arrow and enter any additional information about the severance/leave payout. Note: Enter private or personal information in the Private description field as it is only accessible by employees with HR Viewer rights. |
Scroll to and update cost center distribution information.
An employee’s assignment must include accounting information to encumber funds. When the assignment distribution is created, updated, or deleted, the HR system encumbers the assignment dollars in the accounting system and calculates the dollars available for distribution. If no funds are available, you receive an error message and will need to work with your accounting office to determine how to proceed.
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Into this field… |
Enter/Select… |
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Begin |
The beginning date of the pay period in which the lump sum will be paid. |
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End |
The ending date of the pay period in which the lump sum will be paid. |
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Cost Center |
The number of the cost center that will be charged for the assignment work. |
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Object Code |
0180 as the severance payout object code. |
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Summ |
0 |
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Fall |
0 |
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Sprg |
0 |
Click Recalc Assignment Details to recalculate the Salary and FTE, verify salary has calculated correctly, and make changes as needed.
Update pay disbursement information manually.
Note: The Pay Distribution section calculates the hourly pay rate, or pay period rate, for SEMA4 payroll. You must maintain this information as it reflects what is paid to the employee. The hourly, biweekly, or lump sum pay information is sent to SEMA4 from SCUPPS.
You may need to scroll to the pay disbursement section to see the fields below.
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Into this field… |
Enter/Select… |
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Calculation Type |
Manual to indicate you are entering pay disbursement manually. |
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Begin |
The ending date of the current pay period. |
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End |
The ending date of the current pay period. |
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Type |
Note: The type is populated based on the Earn Type Code selected next. |
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Earn Type Code |
The code that represents the type of pay.
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Pct |
100 |
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Pay Per |
The hourly, bi-weekly, or lump sum payment amount. |
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Total Pay |
Note: After saving, this field automatically calculates the total pay amount.
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Total Difference |
Note: This field displays the difference of the appointment total compared to the disbursement total. This amount should be less than $1.00. |
Click Save, Continue Editing, review the saved information, and make changes as needed.
Click Save.
The Assignments tab displays the updated information.
Notify the Payroll department of the severance/leave payout.
Note: Entering a SEMA4 action/reason code is not required.
This step-by-step instruction is complete.
from this field to indicate retirement should not be charged against the lump sum payout.