Office of Human Resources - HR Advisor
CHECKLISTS
Termination
Employee's Last Day | Specifics Depending on Type of Termination | .pdf version
QUESTIONS?TEMPE/POLYTECHNIC WEST TEMPE/POLYTECHNIC MAIL CODE: 5612 DOWNTOWN/WEST MAIL CODE: 2051 ASU Police Department |
GENERAL INFORMATION
Things to consider when an employee resigns or is terminated:
- Are there outstanding projects to be completed or ongoing tasks to assign to another employee?
- Who should take over the ongoing tasks?
- How/when/and by whom will affected employee(s) be told about the re-assignments?
- How much time is needed to transition responsibilities?
- Do any current duties need to be shifted to accommodate employees who are taking on additional work?
- Are there computer accounts, drives or files that should remain with the department?
- Does department IT need to backup appropriate documents/servers prior to employee's termination date?
- Are there University or community contacts who should be given a 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 (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 to give the exiting employee about future contact with the office/staff/University?
- When will the employee take 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. - What will you do with the employee's department file? You must maintain the employee's file in the department for three years after the termination date (SPP 1101: Personnel Records).
EMPLOYEE'S LAST DAY
Supervisor collects University property:
- Sun Card, Diners Club Card, P-card
- keys, cell phone/Blackberry/pager, laptop, etc.
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.
NOTE: If the employee has any outstanding items to return, we cannot withhold their check, but we can bill them.
P-card: Please email the P-card office to cancel (pcard@asu.edu), even if they return the card.
SunRISE: If the employee has access to SunRISE please complete the delete form and fax it to the e-Commerce team: 480.965.2234.
Information for Separating Employees: Provide exiting employee with this Information for Separating Employees handout, which contains important information regarding benefits.
Information for Retiring Employees: Provide exiting employee with important benefits information from the Benefits at Retirement Checklist.
COBRA: Inform the employee that COBRA information will automatically be sent to their home address 2-4 weeks after separation.
If there are further benefits questions, employees on the Tempe/Polytechnic campuses should contact the Employee Service Center in the University Services Building.
Those at the Downtown or West campuses, should call the number listed in the box above.
Exit Interviews: Advise Employee of Exit Interview Options.
Verify terminating employee's current address: Verify with the terming employee that their address on record is correct.
If their address has changed, the employee must update their address through My ASU:
My ASU > Human Resources Info > Update Home/Dept. Address
Parking Services: Direct the employee to Parking Services (480.965.6124) to return parking decal and gate/key cards.
Additional Deductions: If the employee has additional deductions such as season tickets, mortgage, etc.,
inform them they will have to make alternative arrangements for payment.
What Employees Can Take with Them: Manager should review items with the employee to determine what information is appropriate
to copy and take with them (hard copies and/or electronic format).
Email: Decide which action is appropriate:
- Employee to put Out of Office function on and note referring to appropriate department contact with contact information
- Employee to forward email to a particular party
- Employee to assign delegate(s)–in Outlook option menu so others can view/respond to email
Phone: Decide which action is appropriate:
- Employee to leave out going message referring calls to particular person and stating Voice Mail (VM) will not be checked
- Employee to forward phone calls to another person and/or number
- Disconnect phone with standard message referring callers to another number
Usually the voice mail and email messages are short and simple:
“Thank you for contacting the College/Department Name, I am currently out of the office without access to voice mail or email.
Please contact Contact Name, at phone # or email address, for assistance. Thank you.”
- Who will sort mail and what will be forwarded and where?
- Should all mail go to the manager?
NOTE: Per PUR 704: University Mail Services, "Mail Services’ distribution is not to be used for personal mail of university employees.”
Communications: Meet with staff to inform who is handling what duties/responsibilities to ensure duties are covered and staff can respond to inquiries appropriately.
If the employee has significant contacts/relationships with customers outside of the department, create an appropriate correspondence to communicate as necessary regarding new contact for service. Usually this message is very simple:
“Employee, who was responsible for XXX is no longer with us and these responsibilities are now being reassigned to Specified Employee, who can be reached at phone # or email address.”
Please also be sure to update department websites and group email distribution lists.
SPECIFICS DEPENDING ON TYPE OF TERMINATION
Voluntary Termination (Resignation) of Classified Staff and/or Service Professional
Employee notifies manager of intent to terminate employment.
If notification is verbal, manager should ask for the resignation in writing, although the manager can immediately provide
Acceptance of Resignation Letter.
(This letter should be provided by the department as soon as verbal or written resignation is received).
NOTE: Per SPP 1007, the employee has three days AFTER they have submitted their resignation to change their mind and rescind the resignation
Discuss the timeline:
When is the employee’s last day? When will communication go out?
When will employee return university/department property, etc.
See General Information.
Contact IT to terminate computer access as appropriate.
Computer Accounts Information
To terminate an employee
(done by the manager within the pay period of term date):
- Log into PeopleSoft at hrsa.oasis.asu.edu.
- Go to Manager Self Service > Job & Personal Information
- Terminate Employee (follow the instructions listed online)
See HRIS Action/Reason Code document for appropriate term code/reason.
Final Paycheck: Processed normally. If auto deposit set up, then it would be auto deposited.
If regular check, check sent to department or wherever it is normally sent.
Department mails check to employee or arranges for pick up.
If applicable, department must submit a Vacation/Comp Time Termination Worksheet to Payroll (Mail code 5612) prior to payroll being confirmed for the pay period the employee is terming. Please see Payroll Calendars for key deadline submittal dates.
Follow steps outlined in On Employee's Last Day.
Service Professional Non- Renewal Process (SPP 320)
Involuntary Termination
|
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 and inform employee
of their right to voluntarily resign.
Determine if Employee will:
- Remain in position and work through their last day OR
- Be placed on paid Administrative leave until their final term date.
If placing on Administrative leave during notice period
(prior to their termination date),
complete a Leave of Absence Request Form
and submit to the Benefits Office of Human Resources.
This form is
to be signed by the Supervisor and the Budgetary Approval
(signature of VP, Dean or Designee).
If the employee works at Tempe or Polytechnic campus:
send to Mail Code 5612 or Fax to 480.993.0007.
If the employee works at Downtown Phoenix or West campus:
send to Mail Code 2051 or Fax to 602.543.8412.
This step is done to indicate the employee is on Admin Leave and you will then need to repeat this step to indicate the employee is ‘returning’ from leave (prior to entering the termination date).
Contact IT to terminate computer access as appropriate.
Computer Accounts Information
Discuss the timeline of events: when is employee’s last day, when
will communication go out, request return of university/department property, etc.
See General Information.
Follow steps outlined in On Employee's Last Day.
To terminate an employee
(done by the manager within the pay period of term date):
- Log into PeopleSoft at hrsa.oasis.asu.edu.
- Go to Manager Self Service > Job & Personal Information
- Terminate Employee (follow the instructions listed online)
- Term code/reason = Involuntary Completion of Contract
Contact your Payroll Representative ASAP as employee must be paid within 3 working days
of their termination date
(a non-renewal is considered an involuntary termination):
See Involuntary Pay Instructions.
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 specify 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).
- To place an employee on paid Administrative leave for 2 weeks, or until hearing determination,
complete a Leave of Absence Request Form and submit to the Benefits Office of Human Resources.
This form is to be signed by the Supervisor and the Budgetary Approval (signature of VP, Dean or Designee).
If the employee works at Tempe or Polytechnic campus:
send to Mail Code 5612 or Fax to 480.993.0007.
If the employee works at Downtown Phoenix or West campus:
send to Mail Code 2051 or Fax to 602.543.8412.
This step is done to indicate the employee is on Admin Leave and you will then need to repeat this step
to indicate the employee is "returning" from leave (prior to entering the termination data).
Contact IT to terminate computer access as appropriate.
Computer Accounts Information
To terminate the employee (pre-term hearing as been upheld)
(done by the manager within the pay period of term date):
- Log into PeopleSoft at hrsa.oasis.asu.edu.
- Go to Manager Self Service > Job & Personal Information
- Terminate Employee (follow the instructions listed online)
See HRIS Action/Reason Code document for appropriate term code/reason.
FOR LIMITED AND/OR PROBATIONARY TERMS
No pre-termination hearing is required. Please work with your HR Consultant/Representative to create termination letter and process term through Manager Self Service as noted above.
Verify terminating employee's current address: Verify with the terming employee that their address on record is correct.
If their address has changed, the employee must update their address through My ASU:
My ASU > Human Resources Info > Update Home/Dept. Address
Contact your Payroll Representative ASAP as employee must be paid within 3 working days of their termination date:
See Involuntary Pay Instructions.
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 two days of receipt of letter, the department will continue with the termination process.
NOTE: The letter must state that failure to return to work or request leave will result in termination and must state effective date of termination.
If there is no response within that timeframe, work with HR Consultant/Representative, to create a termination letter.
To terminate the employee:
(done by the manager within the pay period of term date):
- Log into PeopleSoft at hrsa.oasis.asu.edu.
- Go to Manager Self Service > Job & Personal Information
- Terminate Employee (follow the instructions listed online)
- Term code/reason = Involuntary – Job Abandonment
Contact your Payroll Representative ASAP as employee must be paid within three working days of their termination date: