Retire an Employee

Tags workday

Quick Reference Guide

Objective or Task

Retire an employee in Workday using the appropriate processes.

Instructions

Part 1: Process Phased Retirement (Faculty Only)

  1. Determine whether the employee will participate in Phased Retirement.

    • Phased retirement is available for eligible tenured faculty and reduces FTE over one to three years while maintaining benefits.

  2. If phased retirement applies, complete the Phased Retirement Job Change before continuing with the remaining steps.

Part 2: Enter Pending Retiree Leave and Vacation Time Off (As Applicable)

  1. Open the employee’s Profile in Workday.

  2. Select Actions, hover over Time and Leave, and select Enter Absence.

  3. On the Absence Calendar:

    • Review the employee’s Vacation balance.
    • Capture documentation of balances to support the transaction.

  4. Select Select Date Range and enter:

    • From: First day of Pending Retiree leave
    • To: Last day of Pending Retiree leave based on available vacation balance
    • Type: Pending Retiree

  5. Confirm the dates and Last Day of Work, then select Submit.

    • Attach documentation showing the vacation balance used.

  6. If vacation time is tracked in Workday, repeat the absence entry steps using:

    • Type: Vacation
    • Dates matching the Pending Retiree leave period

Part 3: Terminate the Employee With Reason of Retirement

  1. From the employee’s Profile, select Actions, hover over Job Change, and select Terminate Employee.

  2. On the Terminate Employee page, enter:

    • Primary Reason: Voluntary > Retirement (Regular)
    • Termination Date:
      • For employees coming from Pending Retiree leave, use the last day vacation was paid
      • For others, use the last day worked
    • Eligible for Rehire: Select Yes or No

  3. Attach documentation showing vacation balances as of the start of Pending Retiree leave.

    • Include comments explaining how vacation and sick leave will be handled.

  4. Select Submit to route the termination for approval.

Outcome

The employee is retired in Workday with the appropriate retirement date applied, benefits transitioned to retiree status, and final leave balances processed according to retirement rules.

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