PURPOSE:
To initiate exit procedures for a direct wage employee who is leaving
UTPA.
OVERVIEW:
A Termination Notice is not normally required for direct wage employees. Exit
procedures are usually processed automatically from information on the MOE, which is
used to create the assignment.
A Termination Notice is required if:
the funding account used to pay the employee changes
employee leaves before date on MOE
employee's hourly rate of pay changes
number of hours worked by the employee changes permanently.
In the above instances, if the employee is to continue working, a new MOE must be
submitted, reflecting the new assignment information.
The following Termination Notice for Direct Wage Employees Process will show you how
to make sure the Termination Notice is properly completed.
To confirm termination, and initiate exit procedures.
Before You Start
Make sure employee is a direct wage employee, and not a salaried employee.
When to Start
Use this process if any of the four scenarios listed in the Overview occur.
Note
Only submit Termination Notice in
the cases listed in the preceding overview. Remember that a new MOE must be submitted if
the employee is to continue working.
Step
Action
Step 1
Submit a Termination Notice to Office of Human Resources, signed by the current Account Manager
from which the employee is being paid.
Step 2
Office of Human Resources submits to Financial Aid Office for review. When complete, Financial
Aid returns the form to Office of Human Resources.
Step 3
Office of Human Resources matches the Termination Notice to Employee's current
assignment, based on information confirmed in the MOE.
Office of Human Resources will contact the Department to review information.
Account Manager initials corrected paperwork in person at the Office of
Human Resources.
Go to Step 3.
After matching Termination Notice to current assignment on system.
Note
This procedure requires no action on your part. It is performed by Division of
Business Affairs personnel. If there is a question, you will be contacted.
Step
Action
Step 1
Office of Human Resources sends Termination Notice to Payroll Department.
Step 2
Payroll makes changes to
employee records on HRS system.
Step 3
Office of Human Resources audits changes to system from suspense file.
IF
THEN
Changes are OK
Go to Step 4.
Changes not OK
Office of Human Resources contacts payroll and advises of necessary corrections.
Payroll makes corrections.
Go to Step 3.
Step 4
A copy of the Termination Notice is files in the Office of Human
Resources.
