WiTS Separation Workflow Guide


The Separation workflow is used by the Client Services Division (CSD) and by the Division of Senior and Scientific Executive Management Division (DSSEM) in the Office of Human Resources (OHR) to track the processing of actions that separate employees from NIH.  

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.

Action Details Tab

  • WiTS#
  • Date Entered
  • Action Type
  • Date Recv’d in HR
  • AO First Name, Last Name, Email address
  • Global Recruitment
  • Administrative Code, Institute/Center, Organization Initials
  • Proposed Effective Date
  • CSD/DSSEM Branch Chief, CSD/DSSEM Team Leader, CSD/DSSEM HR Specialist, CSD/DSSEM HR Assistant, Final Authorizer
  • Last Saved/Updated By
  • Is the package complete
  • Date Missing Docs Email Sent
  • List of Missing Docs/Info
  • Date Complete Package Received
  • Priority, Action Status, Action Status Code, Action Status Description
  • Comments

Employee Tab

  • Last Name, First Name, MI
  • Employee ID
  • Employee Email Address
  • Position Title
  • Pay Plan
  • Series
  • Grade
  • Step
  • Position Number
  • Job Code
  • Pay Basis
  • CAN
  • Basic Pay
  • Adjusted Basic Pay

Separation Tab

  • Type of Separation
  • Date Sent to Benefits
  • Appointment Type Separating From
  • 278 Filer
  • VSIP Requested
  • VSIP Request Date
  • VSIP Eligible
  • VSIP Decision Date
  • VSIP Amount
  • VSIP Approved
  • Reason for Disapproval
  • Reason for Resignation
  • Date Entering Military Duty
  • Entering Military*
  • Military Branch
  • Date HR Provided Rights/Benefits Document and Memo of Understanding
  • Date Memo of Understanding Received
  • New Agency
  • New Agency Contact Name, Email Address, Phone, Fax
  • Release Date Requested by New Agency
  • Release Date Approved by IC
  • Date SF-75 Info Requested by New Agency
  • Date SF-75 Info Sent to New Agency
  • Pay Increase at Transfer Out
  • New Position Title / Pay Plan / Series / Grade / Step
  • Employee’s NTE Date

Final Processing Tab

  • Effective Date
  • Date Pro’d in Personnel Processing System (EHCM)

Moving through the workflow: Routing Participants

HR Specialist (initiates Action) then

HRA (Reviews Action) then

HRS (Reviews Action) then

Final Authorizer (Completes Action)

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 Initiation step:

  • Send to HRA
  • Send to HRS
  • Send Incomplete Package Email
  • Cancel Action
  • Cancel – By Employee

When the action is sent to the HR Assistant:

  • Send for HRS Review
  • Cancel Action
  • Cancel – By Employee

When the action is sent to the HR Specialist for review:

  • Send to Final Authorizer
  • Return to HRA
  • Cancel Action
  • Cancel – By Employee

When the action is in the ‘Pending Final Processing’ step:

  • Completed – Send Email Notification
  • Return to HRS
  • Return to HRA
  • Cancel Action

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. Emails sent for DSSEM are marked with an asterisk.

Subject: NIH Invites you to participate in the Exit Survey –

Sent to the employee within 30 days of proposed separation date.