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End of Employment

The purpose of this section is to provide an overall view of the termination process and detailed information on completing and processing the termination related paperwork. This process is used to terminate employment/job for faculty or staff, or job(s) for student workers for any reason, (e.g., voluntary resignation, termination for cause, end of appointment, death).  Also see End of Employment policy.

OVERVIEW

Terminations must be processed immediately. Terminations are processed using ePAC. If available, please attach the resignation or termination letter to be kept in the HR file (faculty or staff only).

TERMINATION REASONS

It is Vanderbilt University's policy to consider former employees for rehire opportunities under the guidelines and conditions outlined in the Recruitment, Hiring and Onboarding policy. In order to ensure HR records of former faculty and employees reflect the correct termination reason and rehire eligibility, managers must select one of the following termination reason codes. They cannot be overridden by departments. Managers who have employees who should be reflected as “ineligible for rehire” must partner with their Human Resources Consultant. 

Please consult with your Human Resources consultant
 if you have questions or need additional assistance with the termination process.

Termination Reasons:

The default for all termination codes will be “eligible for rehire.” Managers who have employees who should be reflected as “ineligible for rehire” must partner with their Human Resources Consultant.

Reason Description Reason Definition
Death Employee deceased
End Temp/Term Employment

Temporary position, employee's job assignment ended, Student worker

FWS Award Exhausted N/A
Housestaff Termination Housestaff/Resident completed residency - position ended
Involuntary - Job Abandonment Employee abandoned position - involuntary termination
Involuntary - Licensure/Regulatory Compliance Employee's license invalid, expired, etc.
Involuntary - Misconduct Employee misconduct (progressive discipline) - involuntary termination
Involuntary - Performance Employee unacceptable performance - involuntary termination
Involuntary - Policy Violation Employee violated policy - involuntary termination
Involuntary - Poor Attendance Employee attendance - involuntary termination
Involuntary - Position/Funding Ended

Funding/Position ended for employee - involuntary termination, Faculty end of contract

Resignation - Did not return from leave

Employee did not return from leave of absence - voluntary resignation   from position

Resignation - Dissatisfied with Pay Employee not satisfied with pay - voluntary resignation from position
Resignation - Family Obligation Employee family obligation - voluntary resignation from position
Resignation - Ineligible to Work

Employee is ineligible to work (i.e. - invalid i-9, did not pass Criminal  Backgroud Check, etc.) - involuntary termination of position

Resignation - Military

Employee returned to active military duty - voluntary resignation from position

Resignation - Mutual Agreement Employee agreed to resign from position under agreement with leadership and after HR consultation
Resignation - Other Position

Employee accepted position with another employer - voluntary resignation from position

Resignation - Relocation

Employee relocated

Resignation - Retirement Employee retired - voluntary resignation from position
Resignation - Return to School Employee returned to school - voluntary resignation from position

* A former employee whose employment was terminated due to conduct that resulted in immediate discharge (i.e. theft, violent conduct, falsification of documents, etc.) will not be considered for rehire without consultation with Human Resources.

Processing the flexPTO Payout for a Termination

Normally, university central employees should receive a payout for accrued and unused flexPTO at termination of employment or at transfer from an accrual to a non-accrual position. These payouts should occur in accordance with the flexPTO policy. Medical Center employees are not eligible to have their unused time paid out upon leaving Vanderbilt.

Note: By law (Tennessee State Legislature House Bills 698 and 699, effective July 1, 1999) payouts must occur by the next regular pay day following the date of termination, or twenty-one (21) days following the date of termination, whichever occurs last.

COMPLETING THE PAF TURNAROUND - Terminations

The numbers in the following instructions correspond to the numbers on the sample form immediately preceding. If the PAF Turnaround Document is not available, you may use a blank PAF to submit changes, first filling in the current information on the left side.

1-2. Initiator/Phone

Enter the name and phone number of the person completing the form.

3. Action

Enter the action of "TERMINATION".

4. Reason

In the Reason or Comments section, enter one (only one) reason:

  • Death
  • End Temp/Term Employment
  • FWS Award Exhausted
  • Housestaff Termination
  • Involuntary - Job Abandonment
  • Involuntary - Misconduct
  • Involuntary - Performance
  • Involuntary - Policy Violation
  • Involuntary - Poor Attendance
  • Involuntary - Position/Funding Ended
  • Involuntary - Licensure/Reg. Comp.
  • Resignation - Did not return from leave
  • Resignation - Dissatisfied with Pay
  • Resignation - Family Obligation
  • Resignation - Ineligible to Work
  • Resignation - Military
  • Resignation - Mutual Agreement
  • Resignation - Other Position
  • Resignation - Retirement
  • Resignation - Return to School
  • Voluntary - Relocation

 

5. Effective Date Enter the first date the employee will be in a terminated status. This will be the first day not worked in the department or, in other words, the first day after the last day worked (or after an appointment ends).
Do not use
. No other actions should be noted on the terminating PAF.
  NOTE: On terminations due to death, enter the first day after the last day worked in the effective date field. Note the date of death in the Comments section. Contact the Benefits Office immediately to see if any additional information is needed, especially in regards to benefits for dependents. On all terminations due to death, contact the University Central Payroll Office (payroll@vanderbilt.edu) so the final paycheck can be properly issued.
6. Obtain appropriate approval signatures.  

PAYOUTS

Exempt Employee flexPTO Payout

  • To process a flexPTO payout for an exempt university central employee, please use either the ePAC Additional Pay module or the Payroll Correction Request for a flexPTO payout as outlined in the FlexPTO Payout section. For a calculation of final flexPTO hours, complete the Exempt Employee Vacation/flexPTO Payout Request form. Once completed, a team member will provide employee hours available for payout including directions for payout processing.
  • Medical Center employees are not eligible to have their unused time paid out upon leaving Vanderbilt.

Non-Exempt Employee flexPTO Payout

  • To process a flexPTO payout for a non-exempt university central employee, enter the total number of flexPTO hours on the final timesheet submitted to Payroll. FlexPTO hours reported on a timesheet do not impact overtime calculations for that pay period (overtime is only paid for hours worked over 40 per week). To determine the remaining flexPTO balance complete the Non-Exempt Employee Vacation/flexPTO Payout Request form. Once completed, a team member will provide employee hours available for payout including directions for payout processing.
  • Medical Center employees are not eligible to have their unused time paid out upon leaving Vanderbilt.

QUESTIONS AND ANSWERS

What if ePAC is not available?
In some cases, ePAC may not be available to process a termination. These cases usually involve 1) a retroactive termination or 2) a termination which is past the ePAC deadline date. If either of these conditions apply, it will be necessary to process your termination using a paper PAF.

What if a turnaround is not available? Do we just complete a new PAF to terminate the employee?
Yes - complete a blank PAF with the current information on the left and add the action of "termination" on the right.

Will unused flexPTO be automatically paid out at termination?
No. If you are terminating a non-exempt university central employee you must add the hours to be paid to the final timesheet. If you are terminating an exempt university central employee, you must use either the ePAC Additional Pay module or the Payroll Correction Request. The payment will be made on the next regularly scheduled payroll. Medical Center employees will not receive a payout of unused flexPTO time.

We put the incorrect termination date on the PAF for an exempt employee and they were short paid. How do we get the employee paid for the days that were missed?
You will need to correct the PAF date by submitting a new PAF through the correct routing process and an Additional Pay form to the Payroll Office. Once the date is changed in PeopleSoft, the Additional Pay form will be paid on the next regularly scheduled payroll.

CHECKLISTS

End of Employment Process Checklist

End of Employment Process Checklist


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