Overview
The WiTS Retirement Estimate/Processing workflow is used by the Workforce Relations Division (WRD) in the Office of Human Resources (OHR) to track the processing of requests for retirement estimates and the processing of employee retirement actions. Estimates are initiated one of two ways: By the employee via the HR Request Page (link) or by the Benefits Specialist via WiTS.
Entering and Reviewing the Data: Tabs
WiTS workflows are comprised of ‘Tabs’, which are completed in consecutive order by one or more persons. Below is a list of what information is captured in each tab of this workflow.
Request Tab
- Date of Request
- WiTS Request #
- Last Saved/Updated By
- NIH Badge Number
- Employee ID
- Last Name, First Name, MI, Date of Birth, Daytime Phone Number, Institute/Center, Pay Plan, Position Title, Email Address
- Date All Missing Docs Received
- Send Estimate To
- Email Address
- Home Address- Address Line 1, Address Line 2, City, State, Zip Code
- Work Address- Address Line 1, Address Line 2, City, State, Zip Code, MSC
- Projected Retirement Dates 1, 2, 3
- Retirement Request Type
- Survivor Benefits
- Military Deposit Paid
- Requestor’s Additional Information or Comments
WRD-Retirement Estimate Processing Tab
- Request Method
- Reason for Estimate
- Benefits Specialist
- Additional Information Needed
- Benefits Assistant
- Retirement System
- Date Deposit/Redeposit Request to OPM
- Date Deposit/Redeposit Received From OPM
- Date Estimate(s) Sent to Employee
- Pre-Retirement Counseling Requested
- Date Estimate(s) Expire
- Date(s) of Pre-Retirement Counseling 1, 2, 3
- Reason for Cancellation
WRD-Retirement Application Processing Tab
- Date Retirement Application Forms Received by HR
- Proposed Effective Date
- Date All Missing Docs Received
- Additional Information Needed
- Date Final Estimate Started
- Date Final Estimate Finished
- Employee Personal Email Address
- Retirement Counseling Requested?
- Date(s) of Retirement Counseling
- Effective Date of Action
- Date Sent To Payroll – Final
- Date Personnel Processing System (EHCM) Pro'd:
- Date Copy of Final Retirement Application Package Mailed to Employee
- Disability
- Date Sent to OMS
- Date Returned from OMS
- Date Sent to Payroll – Preliminary
- Date Decision Rec'd from OPM
- OPM Disability Retirement Decision
- Death in Service
- Date of Death
- Date Entered in QuickPay
- Date Package Sent to Survivor
- VERA Eligible?
- VERA Request Received by HR Date
- VERA Decision Date
- VERA Approved
- VSIP Eligible
- VSIP Request Received by HR Date
- VSIP Decision Date
- VSIP Approved
- VSIP Approved Severance Amount
- Reason for Cancellation
Moving through the workflow: Routing Participants
NIH Employee or Benefits Specialist (Initiates Action) then
Benefits Assistant (Optional Review) then
Benefits Specialist (Completes Action) or
Benefits Specialist (Process Retirement)
Routing Options:
The routing menu is used to move actions through the process and/or to send emails. The options and email recipients may change based on who has the action in their worklist.
When the action is in the ‘Initiate’ step:
- Send Est Req Rec’d Email
- Send to Another Benefits Specialist
- Send Employee Follow-up Email
- Send Estimate Mailed
- Send to Pending Status
- Cancel
- Process Retirement
- Send to Benefits Assistant
When the action is with the Benefits Assistant:
- Return to Benefits Specialist
- Send Employee Follow-up Email
- Complete Action
When the action is in the 'Processing Retirement Estimate' step:
- Send Est Req Rec’d Email
- Send to Another Benefits Specialist
- Send Employee Followup Email
- Send Estimate Mailed
- Send to Pending Status
- Cancel
- Process Retirement
- Send to Benefits Assistant
When the action is in the 'Processing Retirement Application' step:
- Notify Employee-Appl Rec’d
- Notify CSD-Appl Rec’d
- Send Employee Follow up Email
- Send to Payroll- Final Email
- Send to Payroll- Preliminary Email
- Notify CSD -Retire Date Change
- Notify CSD -Employee Withdrew App
- Send to Benefits Assistant
- Send to Another Benefits Specialist
- Completed – Send to Archives
- Cancel
Communicating Status and Reminders: Email
Based on established SLA's and/or business rules, email notifications and reminders are automatically sent from WiTS throughout the completion of the workflow.
Subject: NIH Invites you to participate in the Exit Survey
-Sent to employee’s with .gov email addresses when their ‘Effective Retirement Date’ is less than 30 days out.