Visit the OFM Service Portal at https://ofmwa.servicenowservices.com/sp to submit a ticket to the OFM Help Desk.

Vaccine Mandate Separations: Tools, Resources and Support

OFM has received several questions about tools, resources, and support available to agencies processing separation actions in HRMS. There are several existing resources available, as well as some newly created resources that you may find useful. While this list doesn’t include every tool or resource available, we thought these might be particularly helpful. This information will also be posted in the HR Professional Portal under Coronavirus Information – Other Guidance.

• Newly created list of off-boarding activities to consider as you process a separation action:
  • Separation Check List_10.07.2021.pdf
• Separation Action user procedures on the HRMS Support Hub:
  • Separation Action (PA) – Create New Separation Action for personnel administration processors
  • Separation Action (PY) – Create New Separation Action for payroll processors
  • Separation Action for benefits processors
• Winshuttlescripts (or other similar programs) available for uploading 30 or more records from Excel to HRMS. If you would like to use any of the scripts available, send the appropriate completed spreadsheets to HereToHelp@ofm.wa.gov. Refer to the Winshuttle scripts page on the HRMS Support Hub for a complete list of scripts; we have identified the following scripts that may be helpful: 
  • Separation Action Create (PA) – Use this script to create and process the personnel administrator portion of the separation action. This will update the following infotypes: Actions (0000), Organizational Assignment (0001), Date Specifications (0041), Cost Distribution (0027), Duty Station Address (9105), Telework/Flex Work (Employee) (9106), Communication (0105). This script will not update the position Vacancy infotype, see Position Vacancy script, if desired, for position vacancy clean-up. All spreadsheets for the Separation Action Create (PA) Winshuttle script must be submitted to HereToHelp@ofm.wa.gov no later than 12:00 pm on Friday, October 29, 2021. It is recommended to submit sooner to allow your payroll office as much processing time as possible.
  • Time Quota Compensation Create – Use this script to create a Time Quota Compensation record to cash out leave for an employee. All spreadsheets for the Time Quota Compensation Create Winshuttle script must be submitted to HereToHelp@ofm.wa.gov no later than 3:00 pm on Thursday, November 4, 2021, for processing prior to Day 3 payroll run at noon.
  • Recurring Payments/Deductions Change End Date – Use this script to change the end date of a record. If there are multiple wage types, this script will select the most recent record and update the end date. All spreadsheets for the Recurring Payments/Deductions Change End Date Winshuttle script must be submitted to HereToHelp@ofm.wa.gov no later than 3:00 pm on Thursday, November 4, 2021, for processing prior to Day 3 payroll run at noon.
  • Zero Out EE Quota Balance – This utility program will use the data provided to create a Time Quota Compensation record to zero out leave balances for an employee. This utility program does not need to be run during the final pay period, it can be done after payroll processing.  
  • Position Vacancy – Create– Use this script to update the position’s Vacancy (1007) infotype  This Winshuttle script does not need to be run during the final pay period, it can be done after payroll processing.  
• Remote work equipment delivery recommendations information on the State Human Resources web page would also apply when collecting equipment from departing employees. Please note that agencies should not withhold wages or payments from employees who have not returned equipment. Consult with your assigned AAG for legal avenues if you face issues with collecting unreturned equipment.

Questions?

Questions about the vaccine mandate send to: shrcovid@ofm.wa.gov

Questions about Winshuttle scripts or technical HRMS questions send to: