Separation Notice Form

access level payroll advisor (full access), enrollment specialist (full access) module multiple (lead card, data dashboard) the separation notice is a form that is sent to clients when they need to remove one of their employees from the workers' compensation program with one of our carriers this guide provides a step by step overview of how to send the form and what the client will see when completing it sending the separation notice navigate to the enrollments tab on the lead card locate the employee that the client wishes to remove select the actions dropdown menu next to the employee's name select send separation notice a pop up modal will appear, prompting the user to select the contact to whom the form will be sent once the contact is selected, the form will be sent to the client via email client form view upon receiving the email, the client will follow these steps to complete the separation notice 1\ email notification the client receives an email containing a link to the separation notice form clicking on the link will direct them to the form 2\ employee details page the first page of the form will display the prefilled client name (which cannot be edited) the employee name and the last 4 digits of the ssn will also be prefilled based on the employee selected when the form was sent if the information is not prefilled, the client must manually enter the employee's name and the last 4 digits of the ssn once completed, they will select next 3\ termination details page this page requires the client to provide information regarding the termination and the reason all fields must be completed to proceed once filled, select next 4\ review & acknowledgement page on this page, the client can review all the information entered they must agree to the acknowledgment before proceeding 5\ signature page the client will be prompted to provide their electronic signature once the client selects adopt and continue , the form is considered complete 6\ confirmation screen upon successful submission, a confirmation screen will be displayed, indicating that the form has been successfully completed ⚠️ warning visible only for compeo and peopaygo clients cornerstone clients must complete additional employee fields on the first page cornerstone version this version of the separation notice requires more fields to be filled, and we do not prefill much of the information users would need to support the client through these details general information termination information error handling error messages are displayed if the required employee information is missing on client forms if the information can’t be found, users are automatically redirected 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 update the covid 19 separation reason to display as "covid 19 layoff" added “involuntary” and “other” to the list of termination reasons for cornerstone clients submitting separation notices 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 after sending separation notices separation notice process separation notices in data dashboard employee onboarding add new employees employees tab manage employee records 📚 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