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Publication Date: July 2, 2004

Chapter 4

Personnel - General

4.14 Termination of Employment for UTSA Personnel

The following policy is to ensure consistent administrative practices in terminating employment of UTSA personnel. The Electronic Personnel Action Form, Employee Separation Form, and the Separation Processing Checklist Form are to be completed and submitted to Human Resources prior to the employee's departure. It is the responsibility of the employing unit to ensure completion of the procedures outlined in the following table and, upon learning of an employee's intention to leave the University, to notify the terminating personnel of institutional clearance procedures to be followed.

  1. Electronic Personnel Action Form (PAF)

    The Electronic Personnel Action Form (PAF) is the official authorization document for University payroll purposes. This form should be completed in accordance with established University procedures and routed electronically via DEFINE to Human Resources. The Electronic PAF should be created and processed no later than the last date the employee reports to work. The department must verify that the employee's time and leave record has been reconciled to ensure that the employee will not be overpaid. If the employee has a negative leave balance, the employee will be removed from payroll prior to his or her last work date for leave time taken that was not earned.


  2. Employee Separation Form

    The Employee Separation Form is to be prepared by the Department on the last working day and shall include both the employee's reason for leaving and his or her supervisor's evaluation of the specific reason for the separation. Since the information may be used in the determination of unemployment charges to the University, signatures of the employee and the supervisor are required. The completed form should be routed to Human Resources.


  3. Separation Processing Checklist Form

    The Associate Vice President of Human Resources is responsible for maintaining the University Terminal Clearance Agency Notification process for departments to identify clearance needs for each departing employee. The departing employee's unit alerts all concerned University departments or offices when an employee is leaving. The unit uses responses from that notification to prepare the Separation Processing Checklist Form and to indicate those areas the employee must personally clear. The unit recovers keys, calling card, corporate card, ProCard and identification card and makes appropriate disposition. The unit "clears" the employee in all areas where an appearance is not required. The employee's unit is responsible for identifying those areas an individual must personally clear.

    The Separation Processing Checklist Form is initiated by the employee's unit in sufficient time for the employee to complete all out-processing requirements on the last work day. The departing employee (or his or her designated representative) is responsible for personally clearing the areas listed on the Separation Processing Checklist Form that require a personal appearance for the return or transfer of University property and for giving up access to University data bases. Clearance at the required appearance areas may not be obtained by telephone or written correspondence. During the clearance process the employee is provided the opportunity to conclude any University related business (i.e., insurance, retirement, W-2 mailing address) and return any University property issued to them (keys, library books, equipment, etc.). The final step in the clearance process is with Human Resources. An appointment is recommended to ensure necessary documents pertaining to employee benefits have been prepared.

Termination of Employees

Rule
Status
Create and Submit PAF*
Complete Separation Checklist
Complete Employee Separation
Form
1
Employee terminates or is terminated on or before appointment end date and will not return or return status is undetermined (due to funding, work study approvals, etc.)
Yes

Yes

 

Optional for work study positions***
Yes
2
Employee appointment ends but it's anticipated that the employee will return within 120 days of the appointment end date.
No

Optional**

 

 

No
3
In cases where an employee was anticipated to return (rule 2 above) and it's subsequently determined that the employee will not return.
Yes

Yes

 

Optional for work study positions***

Yes

*PAF – Electronic Personnel Action Form -- DEFINE

**Department discretion. If the employee has keys, a parking pass, ProCard, laptop or other equipment and the department wishes to recover these items at the expiration of current appointment and re-issue upon employee’s return, checklist should be created.

***Required only if the work study has keys, a parking pass, ProCard, laptop or other equipment that must be returned.

Editorial Amendment

Issued May 24, 2005

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