Separation Types

The Employee type and Separation type will determine what steps the employing department should take to process the employee’s separation.  Please determine the appropriate categories below.

Staff Employee (Benefits Eligible) Separation and Transfer Process

A. Leaving UTSA

• Modify assignment to terminate employment. Use reason: Resign from UT San Antonio/End Assignment/Dismissal.
• Complete the online Separation Notification Form. Indicate the individual is separating from UTSA in comments section with reason from above.
• Complete the Separation Processing Checklist.
• Complete Termination Payroll Voucher to process unused vacation/OT/floating holiday hours earned.

Staff Employee (Benefits Eligible) Separation & Transfer Process Leaving UTSA
Modify Assignment	Complete the online Separation Notification Form	Complete the Separation Processing Checklist	Process Termination Payroll Voucher
Yes	Yes	Yes	Yes

B. Department Transfer Only – No Break in Service

• Modify Assignment: Either department or Day ONE will modify assignment.  Use reason: Transfer within UT San Antonio
• Complete the online Separation Notification Form.  Indicate the individual is transferring to another department within UTSA in comments section.
• Complete the Separation Processing Checklist – Required only if the staff employee has keys, parking pass, ProCard, laptop or other equipment that must be returned.  This document is for departmental recordkeeping and should NOT be forwarded to Human Resources.

Staff Employee (Benefits Eligible) Separation & Transfer Process Department Transfer Only – No Break in Service
Modify Assignment	Complete the online Separation Notification Form	Complete the Separation Processing Checklist
Either Department or Day O.N.E. will modify assignment	Yes	Yes

 

---

GRA/GA/TA Employee Separation Process

A. Leaving UTSA

• Modify assignment to terminate employment. Use reason: Voluntary
• Complete the online Separation Notification Form. Indicate the individual is separating from UTSA in comments section with reason from above.
• Complete the Separation Processing Checklist.

B. Will continue with UTSA – Break between assignments

• Modify Assignment. Use reason: End of Assignment
• Create new assignment with corresponding reemployment period

---

Faculty Employee Separation Process

A. TT Leaving UTSA

• Modify assignment to terminate employment. Use reason: End of Assignment or Resign from UT San Antonio
• Complete the online Separation Notification Form. Indicate the individual is separating from UTSA in comments section with reason from above.
• Complete the Separation Processing Checklist.
• Process Termination Payroll Voucher to payout unused vacation/floating holiday hours

B. TT/NTT – Worked Fall & Spring with Summer Break, returning upcoming Fall

• Modify Assignment. Use reason: End of Assignment
• Create new assignment with corresponding reemployment period

C. NTT – Worked Fall Only, Spring Only or Summer Only

• Modify Assignment. Use reason: Resign from UT San Antonio or End of Assignment
• Complete the online Separation Notification Form. Indicate the individual is separating from UTSA in comments section with reason from above.
• Complete the Separation Processing Checklist.

 

---

Student Employee (Including Work-Studies) Separation Process

A. Leaving UTSA

• Modify assignment to terminate employment. Use reason: Voluntary
• Complete the online Separation Notification Form.  Indicate the individual is separating from UTSA in the comments section. Indicate if individual will remain as a UTSA student in comments section.
• Complete the Separation Processing Checklist.

B. Returning to UTSA after Break
    (such as summer break, semester break, month off, etc.)

• Modify Assignment to terminate employment. Use reason: End of Assignment
• Complete the online Separation Notification Form.  Indicate the individual will be returning after the break in the comments section. Indicate if individual will remain as a UTSA student in comments section.
• Complete the Separation Processing Checklist.

*Winter/Spring Break does not constitute a break that requires any action.*

 

---

Temporary Employee Separation Process

A. Leaving UTSA

• Modify assignment to terminate employment. Use reason: End of Assignment or Resign from UT San Antonio
• Complete the online Separation Notification Form. Indicate individual is separating from UTSA in the comments section with reason from above.
• Complete the Separation Processing Checklist.

B. Transferring to another Temporary Position at UTSA

• Modify Assignment to terminate employment. Use reason: Transfer within UTSA
• Complete the online Separation Notification Form.  Indicate individual is transferring to another UTSA position in the comments sectio with reason from above.
• Complete the Separation Processing Checklist - only required if the temporary employee has keys, a parking pass, ProCard, laptop or other equipment that must be returned.  This document is for departmental recordkeeping and should NOT be forwarded to HR.

---

Status Change (Benefits Eligible to Student Employee) Separation Process

A. Status Change

• Modify assignment to terminate benefits eligible assignment. Use reason: Resign from UT San Antonio
• Complete the online Separation Notification Form.  Indicate individual is transferring from one status to the other in the comments section with reason from above.
• Complete the Separation Processing Checklist - only required if the employee has keys, a parking pass, ProCard, laptop or other equipment that must be returned.  This document is for departmental recordkeeping and should NOT be forwarded to HR.
• Process Termination Payroll Voucher to payout unused vacation/OT/floating holiday hours earned
• Complete new student assignment

 

 

Updated: August 5, 2012