Separation of Employees
PROCEDURE: SEPARATION OF EMPLOYEES
Line Employees (Faculty, AMP, and SP)
1. Contact Human Resources Immediately - The Department of Human Resources must be notified in writing and/or e-mail to the attention of the Processing & Records Unit (email firstname.lastname@example.org). The communication contains information regarding the separation date which initiates directions for the employees’ pay to cease.
2. Notify Banner Security Officers – Please complete a Security Request Form for each of the Banner groups the employee has access to (Human Resources, Finance, Student, Financial Aid) requesting that access be locked or removed. Send the forms deleting access to the appropriate Officer and e-mail email@example.com requesting that access be locked effective on the employee’s last day, or sooner, if appropriate.
3. Have Employee Make Exit Interview Appointment - The employee is to call Human Resources (Donna Newman 297-2554) to schedule an exit interview. The exit interview is an opportunity for Human Resources to verify that the contact information on file for the employee is current. This is important to make sure that the W-2 is directed appropriately and so that the employee receives COBRA information in a timely manner.
4. Prepare the PAF (SP & AMP)/NOA (Faculty) and Separation Clearance Form Checklist - The Department effecting the separation prepares a Personnel Action Form (PAF) or Notice of Appointment (NOA) and completes the Separation Clearance Form Checklist.
· The PAF/NOA form must be completed if the employee is leaving the University or changing status from a line employee to an OPS/Adjunct employee. The e-mail will only stop pay, it will not inactivate the employee in the system.
· If an employee is leaving one department in the University and going to another department in the University, the receiving department should complete a PAF/NOA. A Separation Clearance Form should not be prepared at all.
· The Separation Clearance Form Checklist must be completed by the employee’s supervisor or designee. Completion by the employee is not valid.
5. Submit the PAF/NOA, Separation Clearance Form Checklist, and the letter of resignation. The PAF/NOA, the Separation Clearance Form, and the Employee’s letter of resignation are processed through appropriate signature channels to Processing & Records. The appropriate signature channels include the Director/Chair, Dean or Appropriate Vice President/Provost. If there is no resignation letter, the department must attach a memo stating the circumstances of the separation.
6. Employees Processed as “Awaiting Payout” – The employee will be flagged in the system as “awaiting payout” until all final pay has been processed. This includes any leave payout due to the employee, which is paid after all “pay for time worked” is processed.
7. Payout of Annual Leave and Sick Pay Balances (if applicable) – Once the Separation Clearance Form is received by Human Resources, the University Timekeeper arranges for payout, if applicable, of sick and annual leave pay.
· Payouts will not be processed until a completed Separation Clearance Form checklist has been received. If the Separation Clearance Form is not received from the employee’s department for the payout to be done within thirty (30) days, communication is initiated with the department, verbally and/or through email, as a reminder to send the form as soon as possible so as not to impede the payout process to the employee.
· Payouts are normally processed the pay period after the last regular pay check is processed. Once the payout is complete, both the Processing & Records Unit and Retirement Unit are notified by the Payroll Department.
8. Health and Insurance Deductions Stopped - When the copy of the PAF is received in Benefits, all deductions for the health and supplemental insurances are terminated. Retirement deductions are terminated after the final leave payout has been processed.
9. Employees Processed as “Paid Out” - Once Processing & Records has received notification that the pay out process is complete, the employee is changed from “Awaiting Pay Out” to “Paid Out”. They are also changed to an inactive (terminated) status in the Banner system.
· If the employee has an active Temporary assignment continuing beyond the end date of the line position, the status will not be changed to “terminated.”
10. Separation Report - The Separation Report is run bi-weekly through WebFocus and is distributed on a bi-weekly basis to representatives in Banner Security, Telecommunications, Administrators of the WOLF System, Administrators of the Signature File, and Administrators of MyFAU to ensure that the employee is removed from all internal systems. If removal needs to occur sooner, please notify the appropriate parties directly.
1. Contact Human Resources - The Department of Human Resources must be notified in writing and/or e-mail to the attention of the Processing & Records Unit (email firstname.lastname@example.org). The communication contains information regarding the separation date. If the employee is exempt the employee’s record will be flagged for pay to cease.
2. Notify Banner Security Officers – Please complete a Security Request form for each of the Banner groups the employee has access to (Human Resources, Finance, Student, Financial Aid) requesting that access be locked or removed. Send the forms deleting access to the appropriate Officer and e-mail email@example.com requesting that access be locked effective on the employee’s last day, or sooner, if appropriate.
3. Active Status -The employee retains an “active” status in Banner. This allows for adjunct/temporary employees to return after a period with no active assignment. All adjunct/temporary employees with no active assignment in the system will be changed to inactive/terminated once they have no active assignments for a period of more than twelve (12) months.
Updated October 2006 by Deb Brooks