Termination - Checklist for Department Managers



Termination - Checklist for Department Managers

GENERAL INFORMATION:

Things to consider upon receipt of resignation or determination to terminate:

□ Are there outstanding projects that need to be completed or on-going tasks that need to be assumed by someone?

□ Who should these be passed to?

□ How/when/and by whom will the affected employee(s) be told about the re-assignments?

□ How much time is needed to transition the responsibilities?

□ Do other current duties need to be shifted to accommodate taking on this additional work?

□ Are there computer accounts, drives, or files that need to remain with the department?

□ Are there University or community contacts that need to be informed of the new office contact?

□ How will the University or community contacts be informed, by whom, and when?

□ When will staff be told the employee is leaving? What staff will receive this message?

□ What will be included in the message, i.e. their last day, how duties will be distributed, etc?

□ Who will send (or deliver) the message?

□ How will it be conveyed (email, individual meetings, in a department meeting, etc.)?

□ Are there any specifications that need to be provided to the exiting employee about future contact with the office/staff/University?

□ When will the employee be taking their personal belongings and/or what accommodations will be made if any?

□ What type of reference will they receive? Please refer to SPP 1104: Job Reference , ACD 814 , and/or General Counsel briefing paper regarding employee references-

*Please work with your HR Rep with any questions:

ON LAST DAY:

□ Collect University property: Sun Card, Diners Club Card, P-card, keys, cell phone/Blackberry/pager, laptop, etc.

o If the employee does not return their keys, the department can charge them for the cost of re-keying the locks. If you notify the employee of this prior to re-keying, they usually are able to return their keys and re-keying is not necessary.

o ***Please note that if the employee has any outstanding items to return, we cannot withhold their check, but we can bill them.

□ If the employee has a P-card, contact the P-card office to cancel (purchweb@asu.edu), even if they return the card.

□ Direct the employee to Parking Services ((480) 965-6124) to return parking decal and gate/key cards.

□ If employee has additional deductions such as season tickets, mortgage, etc., inform them they will have to make alternative arrangements for payment through the Employee Service Center (480-965-2701).

□ What information can the employee prepare to take with them? Manager needs to review items with them to determine what is appropriate to have copied.

□ How will e-mail be handled*:

o Employee to put “Out of Office” function on and note referring to appropriate department contact with contact information

o Employee to forward e-mail to a particular party

o Employee to assign delegate(s) – in option menu so others can view/respond to email

□ How will phone be handled*:

o Employee to leave out going message referring calls to particular person and stating Voice Mail (VM) will not be checked

o Employee to forward phone to another person and/or number

o Phone to be disconnected with standard message referring callers to another number

*Usually the VM and e-mail messages are similar and very short and simple, such as, “Thank you for contacting the College/Department Name, I am currently out of the office without access to VM or email. Please contact Contact Name, at phone # or email address, for assistance. Thank you.”

□ How will their mail be handled

o Who will decide what to forward to employee vs. another staff member

o How often will mail be forwarded – as it comes in, once a week in a package, etc.

o All mail to go to the manager?

□ Meet with staff to inform who is handling what duties/responsibilities to ensure duties are covered and staff are able to respond to inquiries appropriately.

□ If the employee has significant contacts/relationships with customers outside of the department, determine what information they need and create appropriate correspondence to communicate as necessary regarding new contact for service. Usually this is very simple such as Employee, who was responsible for XXX is no longer with us and these responsibilities are being reassigned to Specified Employee, and their contact information, as well as any additional department contact, if appropriate, if they should have any questions.

BENEFITS INFO:

□ Department Manager to provide exiting employee handout found on the HR Web under exiting employee tab:

□ Direct employee to the Employee Service Center in the University Service Building:

o Tempe/Polytechic/Downtown Campus: Employee Service Center located off the lobby of the University Services Building, 1551 S. Rural Road, Tempe, AZ 85287. Call 480-965-2701, to schedule an appointment to discuss benefits.

o West Campus: Human Resources Office - (602) 543-8400

PAYROLL

□ Before GTN (Gross to Net, the last day payroll entries are accepted) of last pay period, department representative needs to verify terming employee’s current address, if it has changed, have employee complete the Personnel Data Form , and forward to payroll.

|If department does not have access to make changes in HRMS |If department does have access to make changes in HRMS |

| | |

|Sign-on to Personnel Inquiry – Function 02 |Sign-on to Personnel Update – Function 01 |

| | |

|Personnel Action Data / Screen 003 – Print PAF (Personnel Action Form, |Personnel Action Data / Screen 003 – Print PAF (Personnel Action Form, screen|

|screen print) to change employee’s status (write changes on screen print |print) to change employee’s status (write changes on screen print out, sign &|

|out, sign & date) |date) |

| | |

|Job Assignments / Screen 004 - Print PAF (Personnel Action Form, screen |Job Assignments / Screen 004 -Stop account distribution online and then do a|

|print) to stop account distribution online (write changes on screen print |screen print |

|out, sign & date) | |

| |Calculate and complete Vacation / Comp Time Pay Out Form |

|Calculate and complete Vacation / Comp Time Pay Out Form | |

| | |

| |Send the following to HR Employee Service Center (mail code 5612): |

|Send the following to HR Employee Service Center (mail code 5612): |Resignation/Term,/Non-renewal Letter, Copy of Acceptance Letter (for |

|Resignation/Term,/Non-renewal Letter, Copy of Acceptance Letter (for |resignations), Term PAFs (screen 003 & 004) & Vacation/Comp time pay out form|

|resignations), Term PAFs (screen 003 & 004) & Vacation/Comp time pay out | |

|form | |

During final pay period:

□ Have department IT back-up appropriate documents for department access.

□ Contact IT to terminate computer access as appropriate.

□ Maintain employee file in the department for 5 years after the termination date.

SPECIFICS DEPENDING ON TYPE OF TERMINATION

Voluntary Termination (Resignation) of Classified Staff and/or Service Professional

□ Employee notifies manager of intent to terminate employment.

o If verbal, manager:

▪ Asks for the resignation in writing, although can immediately provide confirmation of resignation letter -

□ Department follows-up with a letter accepting the resignation, indicate the termination date, what will be included in the final pay, request return of university/department property and if employee will:

o Remain in position through their last day – OR –

o Be placed on administrative leave until their final date.

▪ If placing on Administrative leave during notice period, complete PAF (Personnel Action Forms are print outs of screens 003 & 004 in HRMS – see detailed instructions in table in PAYROLL section on page 2), and forward to payroll or department person who has access to these screens/fields (usually the BOM Sr.). This step should be to indicate the employee is on Admin Leave and will then be repeated to indicate the employee has terminated.

***Please note that per SPP 1007 the employee has 3 days AFTER they have submitted their resignation to change their mind and rescind the resignation

□ Discuss the time line of events – when is the employee’s last day, when will communication go out, etc – see Things to consider upon receipt of resignation or determination to terminate section on page 1 for more details.

o Before final paycheck, complete PAF (Personnel Action Form, print screens from HRMS screen 003 & 004 – see details in table in PAYROLL section) to indicate the employee has terminated, and forward to payroll or department person who has access to these screens/fields (usually the BOM Sr.).

□ Final Paycheck Check is processed normally – if auto deposit set up, then it would be auto deposited. If regular check, check sent to dept or where normally sent.

o Department mails check or stub to employee or arranges for pick up.

□ The department must submit a Vacation Pay-out form to Payroll prior to GTN (Gross To Net), for the final pay to include vacation and comp time payout.

□ Manager advises of Exit Interview option and Exit Employee web page.



Non- Renewal Process

□ Obtain VP approval

□ Work with HR Consultant/Representative to ensure pertinent data is collected, determine particulars of non-renewal (if employee is also a student, timing of non-renewal, outplacement, continued service or place on admin leave until non-renewal date, etc.), and obtain an appropriate non-renewal letter.

□ Provide employee with non-renewal letter. Inform employee of their right to resign in lieu of termination. Discuss the time line of events – when is employee’s last day, when will communication go out, etc – see Things to consider upon receipt of resignation or determination to terminate section on page 1for more details.

o If placing on Administrative Leave through the end of the appointment period:

▪ Cover items in Things to consider upon receipt of resignation or determination to terminate section on page 1 during non-renewal conversation.

□ Before final paycheck, complete PAF (Personnel Action Form, print screens from HRMS screen 003 & 004 – see details in table in PAYROLL section), and forward to payroll or department person who has access to these screens/fields (usually the BOM Sr.). This step should be done if the employee is placed on Admin Leave and is also done to indicate the employee has terminated.

□ Final Pay– a non-renewal is considered an involuntary termination, see pay instructions below.

Involuntary Termination Pay Instructions

Contact Payroll as soon as possible as employee must be paid within 3 working days of their termination date:

❖ Payment of wages – Employees who are involuntarily terminated will be paid wages due within three working days or the end of next regular pay period, whichever is sooner.

Final Pay –

o If manual warrant – (the next pay period end date is more than 3 working days away)

▪ Request Manual Warrant / Special Pay:

▪ Final paycheck will be available for pick up in the HR Employee Service Center or Student Service center within three working days.

or

o If regular pay – (the next pay period end date is less than three days away)

▪ Final paycheck will be available for pick up in the department within three working days.

□ The department must submit a Vacation Pay-out form to Payroll (mail code 5612) with other termination information as indicated in PAYROLL table on page 2, for the final pay to include vacation and comp time.

□ Provide employee the Information for Exiting Employee check list:

Involuntary Termination of Classified Staff

□ Obtain Department approval

□ Work with HR Consultant/Representative , to schedule a pre-term hearing and create Recommendation to Terminate letter.

□ Provide Recommendation to Terminate letter to the employee which will clarify a pre-termination hearing date/time/location. At the discretion of Administrative official, notify employee of their right to resign in lieu of termination (they will still be ineligible for re-hire).

▪ Complete PAF (Personal Action Form are print outs of screen 003 & 004 in HRMS), to place employee on Administrative Leave for 2 weeks, or until hearing determination, and forward to payroll (mail code 5612) or department person who has access to these screens/fields (usually the department Business Manager.) can make the changes directly in HRMS.

▪ FOR LIMITED AND/OR PROBATIONARY TERMS: No pre-termination hearing is required. Please work with your HR Consultant/Representative to create termination letter.

□ Verify terminating employee’s current mailing address, if it has changed, have employee complete the Personnel Data Form , and forward to payroll (mail code 5612).

❑ Contact Payroll (480-965-2701) ASAP as employee must be paid within 3 working days of their termination date:

o See Involuntary pay instructions above in red.

Involuntary Termination Due to Job Abandonment

When employee has been a no-call, no-show for 3 days, you can begin the termination process, due to job abandonment per SPP 1011 - Involuntary Termination.

□ Work with your HR Consultant/Representative , to create notification to the employee. Letter will indicate that they are considered to have abandoned their position and if they do not contact the department within 2 days of receipt of letter, the department will continue with the termination process.

□ If there is no response within that timeframe:

o Work with HR Consultant/Representative , to schedule a pre-term hearing and create Recommendation to Terminate letter.

o Provide Recommendation to Terminate letter to the employee which will clarify a pre-termination hearing date/time/location. At the discretion of Administrative official, notify employee of their right to resign in lieu of termination (they will still be ineligible for re-hire).

▪ Complete PAF (Personal Action Form are print outs of screen 003 & 004 in HRMS), to place employee on Administrative Leave for 2 weeks, or until hearing determination, and forward to payroll (mail code 5612) or department person who has access to these screens/fields (usually the department business manager) can make the changes directly in HRMS.

□ Provide employee the Information for Exiting Employee check list:

❑ Contact Payroll ASAP as employee must be paid within 3 working days of their termination date:

o See Involuntary pay instructions above in red.

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