Terminations

An Appointment Status Form (ASF) should be submitted to Human Resources to ensure that an employee is removed from active status. Submission of the ASF at the time the employee gives notice or is terminated is essential to timely processing. Insert the last day worked in the Appointment End Date field on the ASF. Human Resources will add one day to this date when entering the date into GEMS to allow the department to certify payment for the personís last day worked.

Faculty termination paperwork as a result of resignation must include an ASF, letter of resignation, acceptance of resignation from either the chair of the department or the Deanís office and an acceptance of resignation from the Provostís office. In some cases an additional acceptance memo may be required.

For 'short term' appointments (e.g., Visiting, Acting, etc.), no ASF is needed when the appointment ends as scheduled. That termination date was recorded on the original appointment paper and was input into GEMS. If the appointment ends prior to the scheduled termination date, an ASF must be submitted to change that date in GEMS with the letter of resignation.

Staff and Administration positions require a letter of resignation attached to the ASF. If an employee chooses not to submit a letter of resignation, it needs to be indicated on the ASF that no letter was provided.

For 'short term' appointments (e.g., Visiting, Acting, Temporary, Emergency), no ASF is needed when the appointment ends as scheduled. That termination date was recorded on the original appointment paper and was input into GEMS. If the appointment ends prior to the scheduled termination date, an ASF must be submitted to change that date in GEMS. A letter of resignation is not required, but if one is received, submit it with the ASF. Include an explanation in the Remarks section of the ASF.

Temporary positions do not require a letter of resignation, with the exceptions of Graduate Assistants and Adjunct Faculty when ending prior to their scheduled appointment end date.

No ASF is needed when any type of Temporary appointment ends as scheduled. That termination date was recorded on the original appointment paper and was input into GEMS.

If the appointment ends prior to the scheduled termination date, an ASF must be submitted to change that date in GEMS. If the appointment was for an Adjunct Faculty member there should be a letter of resignation. If the appointment was for a Graduate Assistant, the GA must sign the ASF unless the GA submits a letter of resignation.

Important Information

  • If termination is due to layoff, this reason must be stated on the ASF.
  • Only use the reason Retirement if the person is officially retiring from the university. See Retirement information on the Benefits website (FIND IT).
  • Expiration dates of Employment Authorizations are entered as terminations in accordance with the dates reflected on the visa supporting documents. Extensions for temporary appointments must include an ASF along with a completed I-9 and copies of current work authorization documents.

FIND IT

Exiting Employment

Retirement

Non-Reappointment

Staff Layoff

Job Abandonment

Staff Discipline

Administration Discipline


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