(a) Upon receiving notice of an employee leaving the Oklahoma Department of Human Services (OKDHS) employment, the local timekeeper updates the time leave system in accordance with procedures outlined in the Tempus training manual. On the last day the employee is on duty, the personnel designee of the local unit updates the Human Resource Information System (HRIS), which notifies the Human Resources Management Division (HRMD) of the employee vacating the position and the reason for separation.  This is a date-tracked alert submitted immediately following the last day the employee is on duty.  The HRIS alert is submitted electronically through Outlook to the Finance Division Payroll Unit and to HRMD. 

(b) The employee's identification (ID) card, office keys, parking cards, and telephone credit cards are collected by the local supervisor and returned to the local administrator.   

• (1) Telephone credit cards are forwarded to Office Support Services Division (OSSD) Contracts and Purchasing Unit with a brief memo of explanation providing the:
  • (A) employee name;
  • (B) work location; and
  • (C) last day on duty.
• (2) If the employee has a user ID number that allows access to the OKDHS computer system through the Data Services Division (DSD), Finance Division, or HRMD, the immediate supervisor reports the separation to the appropriate DSD security representative, the Finance Division systems administrator, and HRMD-HRIS.