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Note: The Pending section displays the approval levels that the terminate employee request may go through in the approvals workflow process.
Not all levels of approvals displayed in this section are required. Departments will determine the required approval levels. If an Ad Hoc Approver is required, see the article "Adding an Ad Hoc Approver". This article provides instructions on how to view approvers assigned to this workflow and add approvers and or reviewers to this transaction.
Example shown here: An HR Approver was added, but the termination requst hasn't been routed through the workflow process yet.
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Additional Information:
A termination request is needed in the following scenarios:
- An employee terminates for USG
- Must include HR Department, Position Number, and last day worked for position that is ending, and if the employee has taken any leave
- Effective date should be 1 day after last day paid
- An employee transfers within UGA (even within same HR Department)
- Termination is processed for a transfer anytime a position number is changed
- Reason code usually should be resignation, should include in the comments that employee is transferring
- Also must include HR Department, Position Number, and last day worked for position that is ending, and if employee has taken any leave
- Effective date should be 1 day after last day paid
- This must be processed prior to the transfer date of the employee
- If it is a transfer, the termination request will be denied in the system. This is due to HR processing this as a transfer. It still needs to be submitted to make sure the employee is placed in the correct position when transfer occurs.
- An employee (benefit eligible) transfers to a different USG institution
- Reason code should usually be transfer to affiliate, should include in the comments that employee is transferring
- Also, must include HR Department, Position Number, and last day worked for position that is ending, and if employee has taken any leave
- Effective date should be 1 day after last day paid
- This will be processed by USG, not UGA
This does not include retirement, which has its own process. Termination effective dates are extremely important and can impact employee benefits as well as their permanent record. The termination effective date should be the day after the last day worked or the day after the last day the employee is in an active HR status, even if the date falls on a weekend, holiday, or during a pay period.
When submitting a termination request, HR requires the following information in the comments field on the Terminate page:
- Position number and HR department (as some employees may hold multiple positions)
- Last day worked by the employee
- If the employee is on leave and the applicable dates
- If the department has knowledge that the employee is transferring to another unit, include the unit the employee is transferring to.
By providing critical information, HR is able to key this data accurately. Termination requests that do not have complete information will be returned to the department to provide this information before processing. Completed transactions will be routed through the OneUSG Connect workflow process for the appropriate approval.
Note: Terminated employees that will need access to OneUSG Connect for pay information should contact OneUSG Support to get access.
Tutorial Resources
Termination Scenarios Job Aid
Faculty and Staff Separation Checklist (rev 7.10.19)
Student Employee Separation Checklist
Associated SOPs
SOP_TRM_001 Terminate an Employee or Affiliate
SOP_WFA_004 Transfer Employee within UGA
SOP_WFA_007 Promote Staff Employee
SOP_SYS_002 WebDFS Replacement