Termination Procedures

University policy directs that HRIS termination transactions be completed through Workflow by the close of the last day of employment.  The Operations Manual (Part III, Chapter 12) states “Departmental executive officers should be aware that under the law they are personally responsible for all non-recoverable overpayments which occur because of failure to make the necessary reports promptly.” 

Effect of Termination

  • A termination sets into motion several processes throughout the University including payroll, benefits, charging privileges, access to buildings, laboratories, parking lots, computer databases and programs, and other access and privileges.

Definition of Late Termination

  • A termination is considered late for security and access purposes if it is done one day after the date of the termination.
  • A termination is considered late for payroll and benefits purpose if it is done after the payroll cutoff date in the month of the termination.

Hazards of Late Termination

  • Overpayments that may be difficult for the department to recover from the former employee
  • Inaccurate W2 information
  • Delayed COBRA notification
  • Continued access to buildings, laboratories, facilities, databases, programs, discount purchasing, etc.
  • Extended benefits liabilities – it may be difficult to recover payments made for insurance and Healthcare Spending Account claims made by the employee after actual end date.

Purpose of an "End Date"

  • Short term appointments, the end date triggers the same processes as a termination notice.
  • Encumbrance processing.
  • A termination is required from departments to terminate an employee, regardless of the end date estimated on the appointment form (except for short term appointment forms).

Processing of Termination Forms in Human Resources Information System (HRIS)

  • Fiscal and Biweekly terminations can be initiated any time and are loaded into HRIS each business day.  They will take effect at the close of the last day of employment as indicated on the form
  • Academic terminations can be initiated any time and are reviewed by Information Management staff and data entered into HRIS.  They will take effect at the close of the last day of the academic term as follows if worked the full academic session:
    • Fall semester appointment — last day = December 31
    • Academic year appointment — last day = June 30
    • Spring semester only appointment — last day = May 31

Insurance Benefits Following Termination

  • Fiscal appointment benefits end on the last day of the month in which the last day of work occurred.
  • Academic appointments benefits end on the last day of the month in which the last day of work occurred if the appointment ends mid semester. If the full academic session is worked, the benefits end as follows:
    • Fall semester only appointment – December 31
    • Full academic year appointment – June 30
    • Spring semester only appointment – June 30
  • Graduate Assistant academic appointments
    • Fall semester only appointment – December 31
    • Full academic year appointment or spring semester – August 31

Employee’s Access to Buildings, Databases, etc., Following a Termination

  • Access is terminated overnight following the last day of employment for fiscal appointments and according to #5 above for academic appointments.
  • Hospital staff have access to hospital buildings and point of sale systems (i.e. discounted food services) as long as their ID badge is active.  A badge is deactivated when a termination is processed through Hospital Payroll to the Hospital HR system.
  • The Employee Self-Service site is available to all employees until October 20 of the calendar year after the year in which the employee’s last paycheck was issued.  (e.g., if an employee terminates on August 15, 2007, the Employee Self Service Site will be available until October 20, 2008).
    • Hospital employees must contact the HCIS Help Desk, 356-0001, to reset their password upon termination in order to retain access to the Self-Service Site.
  • Departments are responsible for removing employee access to local databases and programs.

Procedure to Revise a Termination

  • If the termination transaction is still in Workflow, it can be changed at any approval point along its routing path.  Check its status and contact whoever has it in their inbox.
  • If the transaction has completed routing through Workflow, contact Information Management at 335-5402 or 335-5337.
    • The form will be rerouted through Workflow for changes.
    • When rerouting is complete, the termination action will be processed and take effect at the close of the last day of work as indicated on the form.
    • Benefits will be notified.

Procedure to Void a Termination

  • If the termination transaction is still in Workflow, it can be voided at any approval point along its routing path.  Check its status and contact whoever has it in their inbox.
  • If the transaction has completed routing through Workflow, contact Information Management at 335-5402 or 335-5337.
    • The transaction will be rerouted for voiding.
    • A reason for voiding the form is required
    • Once rerouting is complete, the termination action will be deleted from the HRIS; no break in service will be recorded.
    • Benefits will be notified.

Terminations After the Death of an Employee

Managing Late Terminations for Shift Employees

  • For shift employees in units where last minute coverage is common:
    • create a draft of the termination form and,
    • finalize the draft as soon as practicable after the last shift worked.  (For example, if the last shift was scheduled for Friday, 3 to 11 p.m., but the employee worked an additional 11 p.m. to 7 a.m. shift, finalize the draft form on the following Monday morning.

Access Rights for Biweekly Employees (I-9)

  • An I-9 is current up to 3 years.
  • An employee retains whatever access was granted until a termination form is processed.
  • Biweekly employees should be terminated as soon as it is known that their employment has permanently ended.
  • A HR Data Access report if available for Departments to run that will give them current active biweekly employees with no check in the last 60 days.  Departments should run this report and determine if a termination form needs to be completed.

Requirement of Advance Notice of Termination to Employees

There is no institutional requirement that employees notify their department in writing in advance of their last day; however, many departments have policies that require such notification