Extending & Ending Employment
When a student employee approaches the expected end date for their position, there are several actions that hiring representatives may need to take in order to appropriate extend or end the student employee’s positon. Review the following for more information, instructions, and resources.
Monitoring the expected end dates for student employees holding SHRA and EHRA positions and ensuring that student employees have been reappointed or extended prior to their end date is crucial. If done appropriately, monitoring expected end dates can help prevent discrepancies in pay and reduce the risk and occurrences of compliance errors.
The Expected End Date report in InfoPorte is a useful tool to review upcoming end dates and extending appointments in advance to avoid terminating a student employee who should remain on payroll.
In the event a student employee is terminated inadvertently, it is important to submit a help ticket as soon as possible to request the termination be removed. Please do not submit a Rehire action.
Students holding EHRA positions are eligible to be placed on a short work break at any point during their employment. Short work break is most typically used during winter break and summer break when students are not working. Placing a student employee on short work break will stop their pay but keep their employment status in ConnectCarolina active, which eliminates the need to repeat the I-9 process when they return to work.
Review the ConnectCarolina End of Semester Processing of Students guide for more information on how to place student employees on and return student employees from a short work break. It is important to ensure that you monitor all students placed on a short work break in order to take the appropriate follow-up action (i.e., returning from a short work break or terminating the student employee).
All student employee positions will be auto-terminated in ConnectCarolina on the expected end date that was entered when the student employee was initially hired.
Student employees holding SHRA positions will be auto-terminated based on the expected end date entered when they were initially hired. The auto-termination process runs every morning before normal business hours.
Student employees holding EHRA positions who graduate, or when funding for the position has ended, are terminated using the Change Employment Status form, with the exemption of student employees placed on a short work break. Student employees holding EHRA positions with an expected end date on or before the current month will be auto-terminated.
Please note that the auto-termination will NOT occur if there is a pending action in ConnectCarolina for a given student employee on the expected end date or during a payroll lockout. You can monitor end dates using the Expected End Date report in InfoPorte. If you know that a student employee’s position will not terminate due to a pending action, or if you identify a student employee that did not terminate due to a pending action after running an Expected End Date report, you will have to enter a termination ePAR.
If a student employee is auto-terminated unintentionally, you will need to submit a service request through ServiceNow and request that the auto-termination be backed out. Once the back out is complete, you will have until the end of that day to submit an ePAR to extend the end date. In addition, you must notify the OHR I-9 Unit to confirm that the I-9 has been reactivated. Contact the Office of Human Resources I-9 Hotline at (919) 962-0985 to confirm that the I-9 has been reactivated. If you do not submit an action before the end of the day that the back out was completed, the student employee will be auto-terminated again because the end date will still show as being in the past.
Certain student employees holding EHRA positions may be eligible to be placed on short work break if they intend to return to their current position. Placing a student employee on short work break will stop their pay but keep their employment status in ConnectCarolina active, which eliminates the need to repeat the I-9 process when they return to work. Review the above section on Short Work Breaks before initiating a termination action for more information and instruction.
Student employees that are no longer working must be terminated in ConnectCarolina. Visit the ConnectCarolina Actions for HR Representatives Guide for more information and instructions on entering the termination action. Please note that if you do not enter the termination action, student employees holding both SHRA and EHRA positions will be auto-terminated based on the expected end date entered when they were initially hired. Student employees holding EHRA positions who stop work prior to the expected end date will still be paid until that date if the job is not terminated. A termination action is required to avoid overpayment.
Canceling the Termination Action
If a student employee is unintentionally auto-terminated or an early termination action occurred in ConnectCarolina, as the hiring representative, you will need to take action to resolve this to keep the student employee active in ConnectCarolina.
To start, submit a service request ticket to back out of the auto-termination or associated termination ePAR. The help desk will delete this action so that the hiring representative can extend the expected end date of the student employee’s position in ConnectCarolina using the Edit Existing Job ePAR in the HR WorkCenter. The extension action in ConnectCarolina will require timely action so that the employee does not auto-terminate for a subsequent time. Visit the ConnectCarolina Actions for HR Representatives Guide for more information and instructions on canceling the termination action.