Employees are separated from State Service in PayServ either on a temporary basis by entering a row on the Job Data page with an Action of Leave of Absence with no pay (LOA), a Paid Leave of Absence (PLA), or permanently with the Action of a Termination (TER) or Retirement (RET).
The Reason used will be determined by the actual cause of the separation as determined by the control civil service authority of the employee’s agency.
Any time an employee is removed with a certain Action Status, L (leave of absence), P (paid leave of absence), T (Termination), or R (Retired) and the agency must change the Reason that was used for that particular action, the agency must return the employee to the payroll using a RFL (Return from Leave) or REH (Rehire) and then submit the new action reason combination needed using the appropriate effective date.
If the employee is changing status, for example, a Paid Leave of Absence to a Leave of Absence or changing a Termination to a Retirement, a new row can be entered directly on the Job Data page without the Reinstatement first.
Terminations
A termination can be a separation from active service or a leave status. The Action/Reason will indicate the type of separation. The agency must use the applicable reason code to ensure that OSC can apply any benefits or salary considerations the employee may be eligible for upon separation or subsequent return to state service.
Determining Termination Dates from a Leave of Absence
When an employee on a leave of absence without pay subsequently resigns, the date of permanent separation reverts back to the last date in active pay status and is the operative date when determining service breaks.
Civil Service Rule 5.3 Official Compilation
When an employee on a leave of absence without pay due to an illness or disability is terminated by the agency, the separation date is the actual date of termination, and not the date of commencement of the disability leave.
Refer to the Attendance and Leave Manuals or Department of Civil Service State Personnel Management Manual (SPMM), as appropriate, for more detailed information on termination rules.