Overview

A Separation transaction is used to record a separation from employment, usually due to one of the following reasons:

IMPORTANT NOTE: Prior to submitting a resignation into CAMPS, it is the appointing authority’s responsibility to insure that a signed resignation form has been completed by the employee, and that a copy of this form is maintained by their personnel office.

TO ACCESS THE SEPARATION SCREEN

From the Menu Bar, select New Transaction. The Select Transaction screen will display. From the “Select Transaction” drop-down menu, select 06-Separation. A new, blank Employee ID field will display.

Type the employee’s Employee ID number.

THE EMPLOYEE ID LOOKUP WINDOW

If the Employee ID number is not known, click the LOOK UP button. An EMPLOYEE ID LOOKUP WINDOW will open.

• To search by Social Security Number, position the cursor on the EMPLOYEE SSN field and type the employee’s SSN. Dashes and/or spaces are not permitted.

• To search by Name, position the cursor on the LAST NAME field. Type all or part of the employee’s last name. The employee’s first name may also be entered to narrow the search.

Click the SEARCH button. One or more employee records will display. In the SELECT column, click on the box next to the desired employee. The user will return to the Select Transaction screen, and the Employee ID field will be populated.

The system will default to the current date as the transaction Effective Date.

• If this date is correct, click SUBMIT.

• If this date is not correct, open the calendar and select the correct date. Click SUBMIT.

• NOTE: If the employee is being removed at the end of their working test period (Separation Reason Code 008), the Effective Date can be no more than five days after the end of the working test period.

The Separation (06) screen will display.

The SEPARATION Screen

When the screen displays, the fields in the CURRENT section will be populated automatically with the employee’s most recent employment information. These fields are not keyable.

REQUIRED FIELDS

The following field on the Separation (06) screen requires input by the user:

• Request Reason Code

COMPLETING A SEPARATION transaction

1. REQUEST REASON CODE – This is a required field. From the drop-down menu, select the reason for the separation. Valid reason codes for a Separation Request are:
   



002	=	Retirement
003	=	Death
004	=	Layoff **
005	=	Discontinuation of a Provisional, Temporary, or Interim Appt
006	=	Expiration of Term
007	=	Discontinuation of Unclassified Appointment
008	=	Removed at End of Working Test Period
009	=	Removal (NJAC 4A:2-2.2A1) – Requires prior Disciplinary action
025	=	Resigned in Good Standing
026	=	Intergov Transfer – Local to Local – Carry Seniority **
027	=	Intergov Transfer – Local to State **
028	=	Intergov Transfer – Local to Local – Do Not Carry Seniority **
030	=	Appointment from an O/C list (NJAC 4A:4-7.9 Resig / New Appt)
032	=	Disability Retirement
033	=	Incomplete WTP - Voluntary
034	=	Forfeiture
035	=	Discont of UA Appt / Resigned Perm Status
036	=	Shared Svcs Agreement to Non-CS Juris **
037	=	General Resignation (for Settlement per NJAC 4A:2-6.3) **

** Available to Civil Service Commission staff only.

• NOTE: If the employee is being appointed from an open competitive list to a title in a different organizational unit within the same jurisdiction (Reason Code 030), the employee shall be considered to have resigned from the previous permanent title. The Civil Service Commission will process a subsequent New Hire transaction upon proper disposition of the certification.
  


2. EFFECTIVE DATE – This is a display-only field that indicates the effective date of the separation.


3. LEAVE SUMMARY – This area is used to specify various totals and balances for the leave time that the employee has earned. This information must be retrieved from the Appointing Authority’s internal records.

Completion of this section is optional. When data is entered, the system will calculate the following, based upon the figures entered:

• Total leave accrued (Sick and Vacation)
• Current leave balances (Sick, Vacation, and Administrative)
  


4. COMMENTS – This is an optional field. Enter any comments that may clarify or support the separation.


5. PRIOR COMMENTS – This is a display-only field. All text previously entered in the Comments field will be automatically moved to the Prior Comments field after the transaction record is submitted. The system will capture and display the Logon ID of the user and the date and time that the comment was submitted.

After completing all the necessary fields, select one of the following:

• SUBMIT will edit the data entered. The system will perform the necessary edits for the Reason Code specified. If any errors exist, the appropriate error message will display at the top of the screen. The user must correct the identified error(s) and click SUBMIT again.

Because the majority of Separation transactions are auto-approved, the action will immediately be moved to the inventory with a status of “Approved.”

The exception to this rule is a Separation with a Request Reason Code of 004 (Layoff) or 034 (Forfeiture). These transactions will require manual approval by the CSC.

• SAVE will not perform any edits on the data entered. The transaction will be moved to inventory with a status of “Incomplete.” It may then be accessed from the inventory and finalized at a later time.

• DELETE is an appointing authority function that is only available if the inventory status is “Future” or “Incomplete” (the record has been “Saved” instead of “Submitted”). The appointing authority may access the record from the inventory and delete the entire transaction.

• CANCEL will cancel the current transaction and return the user to their Home Page. All information previously entered will be discarded.

CSC REVIEW FIELDS

The following fields are reserved for Civil Service Commission use only.

• DOCUMENT RECEIVED (DPF31’s) – This field is used only for Discipline transactions. It is not required for Separations.

• CERTIFIED SIGNATURE RECEIVED – A check in this field indicates that the Civil Service Commission received any necessary documentation from the appointing authority.