There are different types of terminations and the process to administer the termination depends on the type. Each type of termination and the process to administer the termination are reviewed next.
Types of Termination
A resignation is a voluntary termination and is initiated when a Postdoc submits a resignation letter to their Project Holder. If the resignation is at the Postdocs discretion, it is voluntary and a Job Termination Request form should be submitted as part of the termination process, even if the resignation coincides with the expected end-date of the Postdoc contract.
Managers are accountable to ensure employees are terminated in a timely manner. To minimize any financial or reputational risks, the termination form must be submitted at least four business days prior to the last day worked. Submitting an Access Removal Form is another critical step to help protect the university’s information security. The access removal form can be completed in advance of the employee’s termination date.
An online termination checklist should also be submitted along with the termination request. The termination checklist is used to confirm that all final payouts and an RO (if applicable) should be produced for the terminating employee. Job aids for initiating the online termination form and termination checklist are available.
When a contract approaches its expected end-date and will not be extended beyond that date the termination is automatically processed effective that date. No online termination form is required for this type of termination, but an online termination checklist should still be submitting. The termination checklist is used to confirm that all final payouts and an ROE should be produced for the terminating employee.
A job aid to initiate a termination checklist for a job that is terminating upon its contract end-date is available.
When a postdoc appointment is being terminated prior to its expected end-date due to funding or performance issues it is considered involuntary and must be processed via a manual termination process. Project Owners are expected to contact their HR Services team for support with involuntary terminations.