Separation Notice

access level data processor (full access), payroll advisor (edit) module data dashboard in this area, users can manage and process separation notice requests submitted by customers through the client portal and mobile apps or through our janus provided link the separation notice tab provides centralized tracking of all termination documentation for employees who have left the company this ensures compliance with state regulations requiring prompt processing of separation paperwork a separation notice flag is added to each payroll record on the payroll dashboard for clients with a pending separation notice request this flag serves as a visual notification for payroll advisors and a short cut to the request (s) ⚠️ note the flag will not be automatically removed until all separation notice requests for that client have been cleared from the data dashboard sort logic by default, the list is sorted by service tier in the following order enterprise whiteglove express users can adjust the order by sorting the list using the last day worked column as needed request list the main panel displays all separation notice requests based on the current filters each row includes business name customer's business name client status – new client or active client request type – always "separation notice" assigned – user assigned to the request status – new, in progress, completed last day worked the day the employee worked last reviewing a separation notice when you select a request, a preview request window will open the pop up includes submission details – when the request was submitted request pdf – a pdf version of the separation notice pdf tools – options to zoom, download, and scroll notes & activities this section displays a chronological activity log system generated records showing request creation and assignment actions and timestamps by user a text field to add internal notes processing the request at the bottom of the request window, you'll see the action buttons mark in progress – begin processing the request reject – do not use; separation notices must be processed close – exit the pop up without taking action mark complete completes the request ⚠️ warning if any information is missing or incorrect , escalate the request to the appropriate payroll advisor or you manager for next steps after completion when marked as complete , the system will automatically an email gets sent to the customer and employee , letting them know they were removed from the customer's program the system removes the separation flag from the payroll dashboard client record separation notice form logic form fields by carrier type field name field type compeo/peopaygo cornerstone validation client name text ✅ prefilled ✅ prefilled read only employee name text ✅ prefilled ✅ editable required last 4 ssn number ✅ prefilled ✅ required 4 digits employee phone phone ❌ not shown ✅ required 10 digits employee email email ❌ not shown ✅ required valid format last date worked date ✅ required ✅ required past or today termination date date ✅ required ✅ required ≥ last worked termination reason dropdown ✅ required ✅ required see reasons below eligible for rehire radio ✅ required ✅ required yes/no additional details textarea ❌ optional ❌ optional 500 char max termination reason options reason additional fields required voluntary resignation none job abandonment last day reported to work performance issues details recommended policy violation details recommended reduction in force none end of seasonal work none other details required conditional logic field condition result termination date before last worked error "cannot be before last date worked" employee fields cornerstone + empty all employee fields become required termination reason "other" selected additional details becomes required form progress all required complete signature page enabled troubleshooting & escalation common issues form not prefilling employee data symptoms employee fields blank when should be prefilled possible causes wrong employee selected employee data missing in system cornerstone carrier (manual entry) system sync delay resolution steps verify correct employee selected check employee exists in system for cornerstone, manually enter refresh and try again cannot submit form symptoms continue button disabled or errors possible causes required fields missing date validation failing session timeout signature not completed resolution steps check all required fields verify dates are logical complete within 30 minutes ensure signature adopted email not sending to employee symptoms no confirmation email received possible causes invalid email address email not in system spam filter blocking carrier restrictions resolution steps verify employee email correct check spam/junk folders update email in system send manual notification form link expired symptoms error when clicking email link possible causes 48 hour expiration passed link already used session invalidated url corrupted resolution steps resend fresh form link complete immediately don't share link copy full url if forwarding when to retry vs escalate retry these actions 🔄 resend form link 🔄 different browser 🔄 manual data entry 🔄 clear and restart escalate immediately for 🚨 all forms failing 🚨 cannot select employees 🚨 system not creating tasks 🚨 carrier submission failing escalation process level 1 team lead/manager employee data issues carrier specific problems approval for special cases alternative processes level 2 it help desk form generation failures email system issues database problems integration errors how to submit an it help desk ticket 📌 tip see how to submit a support ticket for detailed instructions quick reference navigate to help in the navigation bar select it help desk include employee name, carrier type, error details screenshot form issues note if affecting multiple employees next steps read on the client's visuals of the separation notice form read on the next workspace in data tabs called w 4 to continue your journey 📚 quick reference need help with terminology? check our januscrm glossary & acronym index for definitions of all terms used in this documentation questions about permissions? review the user roles & permissions matrix to understand access levels