Department Contact: :
Employee Name:
 
UFID:

Terminating an Employee (A PHHP Guide)
HR Contacts:
Faculty, TEAMS/USPS – Lorie Martin
OPS, SA/FWS, GA, Interns, Post Doc Assoc, OPS Faculty – Cathy Di Lena

Obtain letter of resignation (all salary plans).
  • If individiual is NOT resigning, please see appropriate HR contact
  • Graduate Assistants: Remember to obtain a written evaluation from supervisor before a Graduate Assistant’s termination, per the GA Union and collective bargaining agreement. The evaluation date should be entered into the electronic Letter of Appointment
 If employee is a non-exempt staff member and transferring elsewhere on campus, check for accrued comp balances. Comp balances are the responsibility of        the department in which they're earned and MUST be cashed out via e-PAF prior to employee's last day.
Direct employee to contact University Benefits and Retirement offices, if applicable to salary plan.
Provide employee link to Employee Exit Survey.
Complete exit checklist (actual exit interview should take place on employee’s last day).
Retrieve UFID card and all applicable keys (office, lab, etc). Destroy card. Return keys as appropriate.

If applicable, retrieve P-Card. Destroy Card. Email pcard@ufl.edu and provide cardholder name, UFID, and termination date.
      If employee is transferring elsewhere on campus, it's possible to have P-card transferred.
If employee relocating, have new W-4 completed. Inform employee that UF and Selective Service must be notified of any address changes for upcoming year       to ensure W-2 is received.
Provide employee copy of Separation Memo, if applicable.
Enter termination date in ISA (for budgeting purposes, notifying building manager and DO to end after-hours building access, IT support).
Notify Kim Rovansek, as applicable, if any portion of this employee's salary was paid from the Dean's Office
Update Employee Status Form with termination date and reason for leaving.
If the individual is an employee in H1B, TN or O-1 status, complete an End of Program form.
If the employee is in a faculty appointment and has been granted Graduate Faculty Status, please advise DO HR to terminate.
Terminate PeopleSoft Security to delete PeopleSoft roles*
     *This is particularly important if the person processes travel; travel security is linked to the traveler not the travel preparer. Kim Rovansek needs a list of       people this person would have prepared travel for, so she can review each traveler's security and update accordingly.
Verify security access terminated in all areas (NERDC, ISIS, for example)

In PeopleSoft, enter termination using ePAF.
      Note: Only enter termination if employee is actually leaving the University or if there is a
      break in service (not for department transfers)

ePAF Navigation: UF Departmental Administration > ePAF Home Page > Start a New ePAF > Change Employment Status
    • Effective date is the first day NOT worked, even if weekend or holiday
    • Select appropriate action
    • Select appropriate reason (contact HR if unsure what to select)
Send to appropriate HR contact: letter of resignation, exit checklist, new W-4 if applicable, and this checklist.
Check for level 1 and 2 approval (OPS and Student Assistants only require level 1 approval).

Navigation: UF Departmental Administration > ePAF Home Page > View an ePAF > Change Employment Status
If applicable, once ePAF termination has been approved by the appropriate Core Office and leave calculations in PeopleSoft are final (usually need to allow       one full pay period to pass), request leave cashout via PeopleSoft ePAF.

Navigation: UF Departmental Administration > ePAF Home Page > Start a New ePAF > Submit Leave Cash-Out
  • Advise terminating employee this typically takes 4-6 weeks from term date
  • Cash-outs that exceed $2000 are sent to BENCOR. Call University Retirement at 392-2477 with any questions
  • One-fourth of sick leave, up to 480 hours, may only be cashed out if benefited employment exceeds 10 years and employee is retiring from UF by 06/30/2016
  • Vacation leave cash-out maximum is 200 hours
  • DROP participants may not be eligible for full vacation cash-out at time of separation. If unsure, check with Lorie
Check for level 1 and 2 approval

Navigation: UF Departmental Administration > ePAF Home Page > View an ePAF > Submit Leave Cash-Out

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Date Received:
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Copyright 2008 
Revisions 10/2012
University of Florida, College of Public Health and Health Professions