PURPOSE:
To initiate exit procedures for a salaried employee who is leaving
UTPA.
OVERVIEW:
When a salaried employee leaves their job with UTPA, a Termination
Notice is sent to the Office of Human Resources by that employee's department.
This Termination Notice confirms that the employee is leaving and sets
in motion the proper exit procedures.
Exit procedures are used to make sure that:
the employee's files and records are updated
there are no outstanding 'holds'
the employee's benefits are in order
the employee receives his/her final paycheck
Exit procedures can not begin without a Termination Notice, so it is
very important to make sure the Termination Notice is filed as soon as
the Department knows the employee is leaving.
The following Termination Notice (Salaried) Process will show you
how to make sure the Termination Notice is properly completed so that
the employee receives final checks without delay.
To ensure that a confirmed, complete and correct
Termination Notice has been submitted for an exiting employee.
Before You Start
Make sure employee is a salaried employee and not a waged (hourly) employee.
When to Start
When alerted to the possibility of an employee's termination.
Note
Office of Human
Resources is obligated by
the State to begin inquiries about a possible termination even if they are alerted by
unofficial means, such as a telephone call or hearsay.
Step
Action
Step 1
Office of Human
Resourcesreceives word of possible termination.
IF
THEN
Notice is an official Termination Notice form
Go to Step 2.
Notice is by unofficial means
Place a hold on employee's paycheck in HRS system.
Contact department and ask to confirm notice.
IF
THEN
Notice is confirmed
Ask Department to send Termination Notice form.
Upon receipt of Termination Notice, go to Step 2.
Notice is not confirmed
Remove hold on the HRS system.
Step 2
Review Termination Notice for completeness and accuracy.
Return Termination Notice form to Department, and ask for corrections to be made as soon as possible.
Upon receipt of corrected Termination Notice, go to Step 2.
After confirming
correct changes to FRS have been made.
Step
Action
Step 1
Office of Human Resources Technical Staff will match the changes on FRS system to the employee's exit checklist.
If the exit checklist has not been returned by the employee, paychecks and benefits will not be released.
Step 2
If the exit checklist has been matched, then
Office of Human Resources sends a release to Accounts Control, allowing employee's paycheck to be released to him / her.
IF
THEN
No outstanding vacation settlement exists
Go to next IF / THEN statement.
Outstanding vacation settlement exists
Employee records are held in suspense file, and settlement check is flagged for hold.
IF
THEN
Employee is not donating time to Sick Leave Pool
Go to Step 3.
Employee is donating time to Sick Leave Pool
Office of Human Resources sends Payroll notification to reduce balance of sick leave time.
Step 3
Office of Human Resources files a copy of employee's termination records.
