Know Your Forms: Termination Forms 11/29/2012 HRS Records - PowerPoint PPT Presentation

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Know Your Forms: Termination Forms 11/29/2012 HRS Records

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  1. Know Your Forms: Termination Forms11/29/2012HRS Records

  2. Purpose • Changes the employee’s status in the employee database to “terminated” (no longer “active” status) • Disables all systems access • Informs Payroll to pay out time off accruals for terminating staff and staff moving from benel to non-benel position

  3. Consequences of a Delayed Termination • Staff cannot receive pension payments • Staff maintains systems access • Overpayment of wages for monthly staff • Incorrect health insurance coverage

  4. Completing the Form • “Effective Date” should be the day after “Last Day Worked” • All codes under “Discharge” column will make employee ineligible for future employment (including code 62) • Benefits will only allow reduced co-pays per a severance agreement if code “30: Layoff’ or “62: Other Discharge, Specify” is indicated

  5. Companion Documents • UChicago Time Accrual Forecast • Resignation/layoff/termination letter • Department acceptance of resignation • Layoff Justification Form (if applicable) • Signed Severance Agreement (if applicable)

  6. What Happens Next • Employee database updated to “terminated” status in accordance with payroll cycle • Cannot update biweekly employee record until biweekly pay cycle has closed • Forwarding address modified, if necessary • Accruals wiped out in UC Time • Termination Form submitted to Payroll with confirmation of vacation and personal holiday accruals to be paid out • Includes % of sick, if applicable union staff • Severance check request submitted to Payroll (if applicable) • Benefits informed of severance agreement benefit terms (if applicable)

  7. Related Links Layoff Justification Form: http://hrservices.uchicago.edu/fpg/forms/employeerelations/LayoffJustificationForm7-2010.doc L743 Notice of Layoff Letter: http://hrservices.uchicago.edu/fpg/forms/secure/labor/L743NoticeofLayoff.doc Termination Form Link: http://hrservices.uchicago.edu/fpg/forms/records/TerminationForm072910.pdf

  8. If you have questions:records@uchicago.edu