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Important Note: This content will be available in CORE Payroll once the system is live. These transactions are not activated for end users at this time.
Home > Human Resources > Job Aids > Separate an Employee
You will use the Employee Status Maintenance (ESMT) transaction to remove an employee from their assignment by updating their employment status and clearing their position number. This process, initiated from the Employee Profile Management (EPM) activity folder, allows you to record voluntary, involuntary, or retirement-based separations. Because the system supports future-dating, you can also use this process to schedule the departure of term-limited or temporary employees in advance to ensure their records are closed precisely when their appointment ends.
Prerequisites:
Before you begin, make sure:
The employee record has been created. Refer to the Hire a New Employee guide for additional information.
You have the employee ID for the individual you want to separate.
The separation has been approved and a separation date provided.
Important Information - Processing a One-Time Payment
If no pay cycle has run since the termination effective date, the system will automatically process the change and no additional steps are needed. If a pay cycle has already been processed, a payroll professional must create a one-time payment (OTPAY) to process final pay, adjustments, or remaining deductions. See the Create a One-Time Payment guide for additional information.
Important Information - Deceased Employee Separation
When separating an employee who is deceased, the employee’s tax parameters must also be updated by a payroll professional. See the Modify a Deceased Employee's Federal Tax Parameters and Modify a Deceased Employee's Statel Tax Parameters guide for additional information.
Steps to Separate an Employee:
Access the EPM Activity Folder & Search for the Employee
On the Home Page, click the Employee Profile Management (EPM) QuickLink.
—OR—
Use Global Search to navigate to the EPM page: Click the expand/collapse (🞂) icon in the search bar, select Page Code, enter EPM, and select EPM Employee Profile Management from the drop-down list. The EPM activity folder opens to a query.
2. Use the filter fields (e.g., Employee ID) to search for the employee, then click Apply.
—OR—
Click a card in the Recent Searches section to re-run a search you ran previously. The matching results populate in the grid.
3. Locate the correct record, then click the View button next to the record to open it. The record opens to the Employee Status Maintenance tab in the EPM activity folder.
Modify the Transactions Fields on the ESMT Transaction Page
4. Click the row-level Modify button. The Employee Status Maintenance (ESMT) transaction page opens.
5. In the General Information section, update:
The From field to the date after the employee's last day, e.g., if the employee's last day is 06/30/2025, you would put 07/01/2025 in this field.
The Email Address field with the employee's provided personal email.
6. Update the following Assignment Information fields:
Personnel Action Code: Enter the code or use the picklist to select a code. A complete list of Personnel Action Codes can be found on the Personnel Action Code page.
The most common codes used for separation actions are:SEPI (SEP INVOLUNTARY): Involuntary separation
SEPR (SEP RETIRE): Separating due to retirement
SEPV (SEP VOLUNTARY): Voluntary separation
Personnel Action Reason: Enter the code or use the picklist to select a code.
Employment Status: Enter the code T.
Position Number: Delete the position number from this field.
Update the Pay Parameters
7. Click on the Pay Parameters tab at the top of the page.
8. Update the following fields in all rows:
Amount: Enter $0.0000
From: Enter the same date that was entered in the “From” field on the Employee tab in step 5.
Save, Validate, Submit, & Close the Transaction
9. Click the Save button at the top of the page. This action saves the data entry and ensures you don't lose your work when validating or submitting the transaction.
10. Click the Validate button at the top of the page. This action validates data entry and checks for errors.
Confirm that the transaction validated successfully.
If errors are returned, correct the issues in the applicable sections and click Validate again.
11. Once validation is successful, click the Submit button at the top of the page. This action finalizes the transaction and routes the transaction for review and approval.
Confirm that the transaction was submitted successfully.
12. Click the Save & Close button at the top of the page. This action returns to the activity folder.
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