Terminations

Separation Reason Codes + Time & Attendance Requirements

All separations must be treated as urgent and submitted to the HR & Payroll Center timely. Separation reason codes and descriptions should be reviewed when deciding what reason code is applicable to a circumstance. Depending on the reason code, there are additional requirements that must be followed:

All Separation Personnel Action Forms (PAFs) Should Be Submitted With Supporting Documentation:

• Termination Action Form

• Resignations (i.e. voluntary separations):
  • Require a resignation letter (on paper, or email) from the employee, or a statement in writing from the department regarding the verbal notice*.
  • Time & Attendance (T&A):
    • Monthly Employees: Submit exceptions (vacation, sick, LWOP, etc.) to the HR & Payroll Center office
    • Bi-Weekly (BW) Employees:
      • BW Non-Represented Employees: Employee will swipe in/out as normal through T&A. No submission of hours is needed unless a specific situation warrants submission when requested by the HR & Payroll Center.
      • BW Represented Employees: Submit final hours at least 10 business days prior to the separation effective date and/or last day on pay status.
  • Please schedule an exit interview with the HR & Payroll Center (Career, Partial Year Career, and Contract Employees Only).

*We strongly recommend that if an employee provides notice of resignation verbally, the department should additionally request that the employee submit notice in writing. If an employee submits their notice of resignation verbally, managers should follow Step #1 below. If, after attempts have been made, the employee refuses to provide notice in writing or is unresponsive, follow Step #2.

1. 1. If an employee provides notice of resignation verbally, departments should provide the employee with a paper or email resignation template, which the employee can simply fill out. Please see Sample #1.  It is important that the notice contain a statement that the employee is resigning, as well as the resignation effective date.
   2. Whether an employee submits notice of resignation verbally or in writing, the supervisor/manager/HR should send the employee written confirmation of receipt of the resignation notice.  Please see Sample #2.

• Terminations (i.e. involuntary separations):
  • Require a release letter (other supporting documentation may be needed and will be requested depending on the circumstance).
    • Please note, for probationary releases, additional documentation is needed. Depending on the date of separation, a mid-point evaluation or letter describing the reason of release will be needed.
    • Please consult with HRPOC for any questions related to final pay & effective dating.
    • If the department cannot submit a separation with an effective date 10 business days out, please contact ASKHRPOC@chr.ucla.edu and cc Astgik Sarkisyan, asarkisyan@chr.ucla.edu, immediately for escalation/discussion.
  • Final Hours should be submitted to the HR & Payroll Center office at least 10 business days prior to the separation effective date and/or last day on pay status.

Employee's Last Day

On the employee’s last day, obtain the following:

• Office/building Keys
• Bruincard/Access Card/Ids
• Tools, equipment, and uniform
• Cell phone or home computer issued by the University
• Corporate Card
• Any other items that are University property

The department is responsible for:

• Contacting their DSA to remove systems access
• Updating the UCLA Directory accordingly
• Contacting IT (or your local IT) to remove email, systems access, phone access, etc.
• Removing any internal departmental related systems access

Payroll items to consider:

• Department should submit Supervisor/Reports to changes to HRPOC
• Inform HRPOC of any changes to tiimesheet submissions or editing access

Please see offboarding checklist for detailed information.