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Termination Checklist - Excel

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					                    Termination Processing - Department/Manager Checklist                                       Note: Your school/college/unit may have additional
                                                                                                                requirements - please contact your unit HR
                              (http://hr.umich.edu/toolkit.html)                                                representative for more information.
Employee Name:
UMID:
Unique Name:
Title:
Supervisor:
Department/Group:
Termination Date:

                        Check                                                                                                           Link
      Category                                                   Description
                         Box                                                                                                      (if applicable)
    Documentation               Obtain resignation letter/email
                                Write discharge letter (if applicable)
                                Write and send notification letter (Unions)
                                Create Certificate of Completion (recognition of Post Doctoral Training
                                Certificate)
                                Write termination letter (if required) (i.e., Employees terminated during
                                Probation Period and marked "Not Eligible for Rehire" are required to receive
                                termination letters)
                                Send blue folder to new employee's department (Health System)
                                Obtain memoir information included for regular Instructional Faculty &
                                Research Faculty



  Physical Properties           Obtain Mcard and send to Mcard office via campus mail (if leaving University) http://www.finance.umich.edu/node/2153
                                Obtain Pcard and shred
                                Obtain keys and give to appropriate office/person
                                Obtain University property (cell phone, laptop, PDA, books, etc.)
                                Obtain Mtoken, Department sends to Information and Technology Services (ITS)
                                unless in Flint and Dearborn                                                  http://www.mais.umich.edu/mtoken/



                                                                                    1
                Termination Processing - Department/Manager Checklist                                   Note: Your school/college/unit may have additional
                                                                                                        requirements - please contact your unit HR
                          (http://hr.umich.edu/toolkit.html)                                            representative for more information.
                          Obtain uniform from employee (Health System employees)



Groups/Access/Roles       Notify Unit IT of employees last day
                          Ensure ownership is transferred for collaborative Google docs
                          Remove access from unit specific systems
                          Remove access to shared drives
                          Reassign worklists and delete access as needed through On-line Access Request http://www.mais.umich.edu/access/accessp
                          System (OARs)                                                                 rocess.html
                          Remove from department email groups/staff directory/phone list
                                                                                                        https://mcommunity.umich.edu/
                                                                                                        instructions:
                                                                                                        http://www.itcs.umich.edu/itcsdocs/s4381/
                          Remove from all U-M email groups in Mcommunity (if leaving the University)    #finding
                          Remove access to Ctools (discuss with employee the Ctool site(s) to which
                          he/she has access and contact owners to remove access)                        https://ctools.umich.edu/portal

                          Cancel Pcard and reassign reconciliation responsibility for final statement   http://www.finance.umich.edu/node/2023
                          Remove any cash related responsibilities and close out fund
                          Remove building/room access from Mcard/ID

      Payroll             Verify vacation balance with employee before departure                        http://spg.umich.edu/pdf/201.64-0.pdf
                          Confirm if there is an outstanding tuition advance/reimbursement

                          Notify Payroll office if retroactive termination for potential overpayment    http://www.finops.umich.edu/payroll

                          Create special payment/severance/settlement paperwork (if applicable)         http://www.finops.umich.edu/payroll
                          Notify grant administrator if applicable (e.g. vacation payout)




                                                                               2
Termination Processing - Department/Manager Checklist                                 Note: Your school/college/unit may have additional
                                                                                      requirements - please contact your unit HR
          (http://hr.umich.edu/toolkit.html)                                          representative for more information.


          Inform employee of the date of their last check and when they should expect to
          see their vacation/PTO accruals paid out (Please note it may take up to six
          weeks for an employee to receive their vacation/PTO payout. If the payout has http://www.finops.umich.edu/payroll/conta
          not been made in six weeks, please notify Payroll.)                            ct




                                                           3
                  Termination Processing - Department/Manager Checklist                                      Note: Your school/college/unit may have additional
                                                                                                             requirements - please contact your unit HR
                            (http://hr.umich.edu/toolkit.html)                                               representative for more information.



                                                                                                             If eligible to retire within 3-6 months,
                            Retirement Counseling: Inform employee of retirement eligibility if within 3-6   employee may choose to extend termination
Transition Activities       months of termination                                                            date to meet eligibility requirements.
                            Process termination transaction via termination workflow (please review
                            Standard Practice Guide (SPG) 201.40)                                            http://spg.umich.edu/pdf/201.40.pdf
                            Verify if employee has multiple appointments and that you are ending the
                            correct appointment. Verify if standard hours need to be adjusted on another
                            appointment for benefit eligibility

                            Verify if employee is getting an additional pay and if it needs to be adjusted
                            Review instructions for death processing – may be special instructions
                                                                                                             Long-Term Disability Coordinator
                                                                                                             University of Michigan
                                                                                                             Benefits Office
                                                                                                             Wolverine Tower—Low Rise G250
                                                                                                             3003 South State Street
                            Contact Long Term Disability (LTD) coordinator for termination processing (if    Ann Arbor, Michigan 48109-1278
                            applicable)                                                                      734-763-1214, Option 1
                            Approve all outstanding timesheets
                            Inform employee of their rehire status

                            Inform employee to contact the Benefit office (if leaving the University)        http://www.benefits.umich.edu/
                            Conduct exit interview (if applicable)
                            Verify employee has completed Effort Certification (if applicable)

                            Notify Academic HR if the separation is involuntary prior to the end of the      http://maislinc.umich.edu/mais/pdf/HR_UA
                            appointment (for faculty & Graduate Student Assistants (GSAs))                   W_effortcertificationreport_QR.pdf

                            Notify Academic HR if emeritus status is not being granted                       http://hr.umich.edu/acadhr/contact.html


                                                                                  4
Termination Processing - Department/Manager Checklist                                     Note: Your school/college/unit may have additional
                                                                                          requirements - please contact your unit HR
          (http://hr.umich.edu/toolkit.html)                                              representative for more information.
          Notify Unions (LEO & Health System)
          Verify appointment ended in Wolverine Access
          Inform International Center 30 days in advance of international employee        http://internationalcenter.umich.edu/about
          leaving (H1B sponsored)                                                         /contact.html
          Inform International Center when there is a pending Permanent Resident          http://internationalcenter.umich.edu/about
          application in process                                                          /contact.html
          Complete an early departure form when any Visa holder is leaving prior to the   http://internationalcenter.umich.edu/immig
          end of sponsored time period                                                    /forms/#fjschol




                                                             5
              Termination Processing - Department/Manager Checklist                                       Note: Your school/college/unit may have additional
                                                                                                          requirements - please contact your unit HR
                        (http://hr.umich.edu/toolkit.html)                                                representative for more information.
                        Request cleaning of office/desk/cubicle space
Items to remind
employee to do
                        Submit all outstanding timesheets for approval

                                                                                                          https://wolverineaccess.umich.edu/render.u
                                                                                                          serLayoutRootNode.uP?uP_tparam=cosignA
                        Complete Effort Certification via Self Service in Wolverine Access                uthenticated&cosignAuthenticated=false
                        Review all outstanding assignments with supervisor

                        Complete or reassign patient information (records, appts, etc.) (Health System)
                        Move any business related files stored in home drive to a share drive or
                        appropriate place
                        Delete any personal files from home drive
                        Send any business related emails to appropriate person
                        Remove any personal emails from inbox and subfolders
                        Remove all personal items from office/desk/locker, and clean and organize
                        office/desk/locker

                        Update voicemail with an "out of office" reply and indicate a contact person
                        Update Mcommunity email forward                                                   https://mcommunity.umich.edu/

                        Inform safety emergency coordinators that you will be leaving (if applicable)

                                                                                                          https://wolverineaccess.umich.edu/render.u
                                                                                                          serLayoutRootNode.uP?uP_tparam=cosignA
                        Update mailing address for W2s (if applicable)                                    uthenticated&cosignAuthenticated=false
                        Contact Benefits office regarding questions on COBRA coverage, 403(b)
                        account, etc.                                                                     http://www.benefits.umich.edu/




                                                                             6
Termination Processing - Department/Manager Checklist                           Note: Your school/college/unit may have additional
                                                                                requirements - please contact your unit HR
          (http://hr.umich.edu/toolkit.html)                                    representative for more information.
                                                                                http://internationalcenter.umich.edu/immig
          Contact International Center for departure list (Visiting Scholars)   /fvisa/fj_departus.html




                                                                7
                         Termination Processing - Employee Checklist                                            Note: Your school/college/unit may have additional
                                                                                                                requirements - please contact your unit HR
                             (http://hr.umich.edu/toolkit.html)                                                 representative for more information.
Employee Name:
UMID:
Unique Name:
Title:
Supervisor:
Department/Group:
Termination Date:

                        Check                                                                                                           Link
      Category                                                   Description
                         Box                                                                                                      (if applicable)
    Documentation               Write and send resignation letter/email to supervisor

                                Return Mcard and Department sends to Mcard office via campus mail (if leaving
  Physical Properties           University)
                                Return Pcard to Department and Department shreds
                                Return keys to appropriate office/person
                                Return University property (cell phone, laptop, PDA, books, etc.) to appropriate
                                person
                                Return Mtoken, Department sends to Information and Technology Services (ITS)
                                unless in Flint and Dearborn
                                Return uniform (Health System employees)
                                Return parking pass (if leaving the University) or confirm if parking pass will
                                work for new work location (if transferring to another department at the
                                University)                                                                      http://pts.umich.edu/

                                                                                                             https://mcommunity.umich.edu/
                                                                                                             instructions:
                                Remove yourself from any non business related email groups in Mcommunity (if http://www.itcs.umich.edu/itcsdocs/s4381/
 Groups/Access/Roles            leaving the University)                                                      #finding
                                Return Pcard to appropriate person and turn in any receipts/statements to
                                reconcile Pcard
                                If single owner, transfer ownership of collaborative Google docs


                                                                                         8
Termination Processing - Employee Checklist                    Note: Your school/college/unit may have additional
                                                               requirements - please contact your unit HR
    (http://hr.umich.edu/toolkit.html)                         representative for more information.
    Close out any cash related responsibilities and fund




                                                           9
                        Termination Processing - Employee Checklist                                           Note: Your school/college/unit may have additional
                                                                                                              requirements - please contact your unit HR
                            (http://hr.umich.edu/toolkit.html)                                                representative for more information.


      Payroll               Confirm with supervisor vacation balance before departure

                            Inform supervisor of any outstanding tuition advances/reimbursements



                                                                                                              https://wolverineaccess.umich.edu/render.u
                                                                                                              serLayoutRootNode.uP?uP_tparam=cosignA
Transition Activities       Submit all outstanding timesheets for approval                                    uthenticated&cosignAuthenticated=false

                                                                                                              https://wolverineaccess.umich.edu/render.u
                                                                                                              serLayoutRootNode.uP?uP_tparam=cosignA
                            Complete Effort Certification via Self Service in Wolverine Access                uthenticated&cosignAuthenticated=false
                            Review all outstanding assignments with supervisor

                            Complete or reassign patient information (records, appts, etc.) (Health System)
                            Move any business related files stored in home drive to a share drive or
                            appropriate place
                            Delete any personal files from home drive
                            Send any business related emails to appropriate person
                            Remove any personal emails from inbox and subfolders
                            Remove all personal items from office/desk/locker, and clean and organize
                            office/desk/locker

                            Update voicemail with an "out of office" reply and indicate a contact person
                            Update Mcommunity email forward                                                   https://mcommunity.umich.edu/

                            Inform safety emergency coordinators that you will be leaving (if applicable)

                                                                                                              https://wolverineaccess.umich.edu/render.u
                                                                                                              serLayoutRootNode.uP?uP_tparam=cosignA
                            Update mailing address for W2s (if applicable)                                    uthenticated&cosignAuthenticated=false



                                                                                      10
Termination Processing - Employee Checklist                                      Note: Your school/college/unit may have additional
                                                                                 requirements - please contact your unit HR
    (http://hr.umich.edu/toolkit.html)                                           representative for more information.
    Contact Benefits office regarding questions on COBRA coverage, 403(b) account,
    etc.                                                                           http://www.benefits.umich.edu/
                                                                                   http://internationalcenter.umich.edu/immig
    Contact International Center for departure list (Visiting Scholars)            /fvisa/fj_departus.html
                                                                                   http://www.michigan.gov/documents/uia_Cl
    Contact Unemployment Insurance Agency if applicable using Univ Michigan UC# mUnempBenFactSheet36English_76381_7.p
    0800500 to ensure validation of wages and correct address of UM office.        df




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