Indiana University Employee Termination Checklist
Employee Name: __________________________________________________________________________________ Supervisor:_____________________________ Dept: ________________ Account #: ___________________________ Forwarding Address (if changed): _____________________________________________________________________ _________________________________________________________________________________________________ Phone number: Day: ( ) __ __ __ - __ __ __ __ Eve: ( ) __ __ __ - __ __ __ __
Last day worked: ________________ Instructions: Please put your initials and the date next to the action that has been taken.
Voluntary Termination
_________ Obtain resignation in writing from Employee
Other (Death, Military, etc.) _________ Received supporting documentation List: ___________________________________ Review With Employee
_________Effective Date of Termination _________ Final wages Check to be picked up Check to be mailed (Verify address above) Direct Deposit _________ Benefit pay Accrued time off When received _________ Benefits information summary
http://www.indiana.edu/~uhrs/relations/uwide_separations_index.htm
Involuntary Termination (Steps to follow) __________ a) Corrective action followed __________ b) Employee explanation provided __________ c) Human Resources reviewed information __________ d) Letter of termination including reasons Collect
__________ All keys (locker, bldg., desk, cabinets, etc.) __________ Pager/Cell Phone/Blackberry/Palm, etc. __________ Credit cards/Travel cards __________ Time Sheet/PTO Card __________ Safeword card & PIN __________ ID cards __________ Laptop computers/Loaned equipment __________ Reference/Training/Project Manuals __________ Other proprietary information __________ Any other Univ. Property :_______________ __________ Other: _______________________________ __________ Other: _______________________________
_________ Rehire eligibility: Same dept. Other dept. Y N Y N _________ How references will be handled _________ Subsequent access to premises _________ Direct Deposit Cancellation _________ Return Parking Tag to Parking Services
(Dept can collect and return)
Cancel
___________ Computer Access
(revoke server, database, & workstation access) ______________ Long distance auth/Calling card
Give to Employee (Optional)
_________ Exit Interview _________ Printed copy of Benefits booklet _________ Contact information for HR _________ Contact information for Dept. _________ Other:_________________
_________ Security codes
___________ Cancel SIS, FIS, HRMS access ___________ Remove from phone list – dept. & Univ. ___________ Remove from email list/web page ___________ Change known passwords of dept. accts ___________ Cell Phone Agreement ___________ Broadband Contract
Notes:
Signature of Supervisor and Date: _____________________________________________________________________
INITIALLY: SEND NOTIFICATION TO: Chair/Director:________________________________________ Fiscal Officer: _________________________________________
ADMINISTRATIVE FOLLOW-UP: ____ Complete Termination Checklist ____Complete term-out E-Doc and route (Use the day after last day worked for term-out) ____ Send appointment termination letter – Adj. Faculty ____ Prepare paper Adjustment Voucher and send to HR (Include last payment and payoff of accrued time)
http://www.fms.iu.edu/payroll/prforms.asp
____Forward Direct Deposit Termination after last payment has been received via direct deposit
(transaction not available on self service - must submit signed paper copy) http://www.fms.iu.edu/payroll/prforms.asp
____ Review job listing, complete HR job listing form and submit to HR
http://www.indiana.edu/~uhrs/pubs/forms/bloomington/postajob.html
____Update University Phone Directory
http://moses.ucs.indiana.edu/directory/new.cfm?casticket=ST-316490-Ok3fnVRktkDZ9H45X0m2
____ Update Organizational Chart ____Update Staff Lists ____ Notice to faculty/staff – Staffing update announcement ____Clean work area, remove personal belongings ____ Update Mailbox ____ Delete HRMS access http://www.indiana.edu/~hrsis/HRMS/f_approve.shtml ____ Re-set Voicemail passcode