Payroll (cont'd)

Purpose: This document sets forth requirements for maintaining and updating employee personal information.
References: Human Resources Procedures
PT. I: Change of Address, Phone, Name; Directory Services PT. IX: Terminating Employees
PT. II: Hiring Employees PT. X: Routing Approvals for PAR's and Position Requests
PT. III: Leave Accountability PT. XI: Time & Labor and Effort Reporting
PT. IV: Payroll Filing Procedures PT. XII: Work Study Earnings Procedures
PT. V: Payroll Verification PT. XIII: PeopleSoft HRMS Reports
PT. VI: Payroll Checks PT. XIV: Appendix/References
PT. VII: Payroll Reallocations PT. XV: Pending Time and Labor Process for Monthly Employees
PT. VIII: Personnel and Payroll Changes    
Review and Responsibility:
  • Responsible Party: Director, NSM Business Operations
  • Review: Every two years, on or before August 31
  • Director, NSM Business Operations - Fred McGhee
  • Dean, NSM - John Bear
  • Date of Dean's Approval: 09/01/2008

Terminating Employees

Employee Responsibilities

Benefits eligible staff should submit a letter of resignation to his/her supervisor.

On or before the last day of work, the employee must report to the DBA to obtain termination instructions for handling the following:

  • Return all tool, uniforms, equipment, credit cards, manuals, university identification cards, and other university property.
  • Return all keys to offices and/or buildings.
  • Return all library materials and/or pay any outstanding library fines. The library staff will stamp the Termination Check List indicating the employee's record is clear.
  • Pay any outstanding parking tickets and return parking access cards.
  • Contact the Benefits Section of Human Resources to convert or terminate benefits coverage and retirement account.

Supervisor Responsibilities

Supervisor must notify the DBA in writing including the following information: Employee name, last day of work, reason for termination. The letter of resignation should be submitted to DBA. Supervisor must inform employee to report to DBA.

Department Responsibilities

  • Notify employee of the university's exit interview process as indicated in MAPP 02.04.09.
  • Provide employee with the Termination Check List and instructions for completing it.
  • Obtain a key list for the employee from Key Control (X3-5675). Collect the keys listed from the employee and if all keys are returned, sign the Termination Check List. If keys are missing, notify the DBA. Return keys to Key Control with a completed Key Request form.
  • Contact Travel Coordinator (X3-5883) to determine if employee has a Corporate Credit Card. If so, employee must return it to the DBA, and DBA must sign the appropriate section of the Termination Check List.
  • Check the BAFMIS system for university debt. If debt exists, print a copy of the screen and inform the employee. The Department must report the debt to the Office of the Associate Vice President for Finance.
  • Prepare a PAR within 5 working days of the termination date to remove employee from payroll, terminate applicable benefits coverage, and reflect any vacation leave accrued but not taken that is to be paid upon termination. Attach copy of resignation letter. Place copies in employee personnel file.
  • Return the completed Termination Check List to Human Resources. Place copy in the personnel file.
  • Complete a Long Distance Access Code form to terminate employee's long distance code, if applicable.
  • Ensure that direct deposit employee completed a Direct Deposit Authorization form to cancel direct deposit, and forward it to Payroll.
  • Notify the Department of Technology Support Services to cancel all user accounts, access codes, and passwords.
  • Notify the Office of the Associate Vice President for Finance to delete authorizations for all administrative computer systems. (ABC, FRS, HRS, PMG).
  • Notify Department IT staff of employee's termination.
  • Prepare Telecommunication Work Request to change the name of the individual assigned to the phone.
  • Update the Department directory with termination date and forwarding address.
  • Remove employee mailbox and delete copier access codes if applicable.

Continue to PT. X: Routing Approvals for PAR's and Position Requests…