Human Resources Management System

Transaction Process for Termination (TER)

Definition: Use Termination action:

• for ending an appointment (for example, end additional job).
• for any type of separation from employment at UC Berkeley (for example, expiration of appointment, resignation, dismissal, medical separation, layoff, retirement, emeritus status, release during probation, release of a "limited" employee, termination of employment contract, death, transfer to another location).

When an employee is terminating his/her employment at the university, use Reason code "EAD" to end all jobs except the last job. For the last job, use the Reason code that best describes the reason for the employee's separation from UC Berkeley. The Home department should process the final termination transaction.

* = Required Field

Note: In order to provide Final Payment within the legally mandated time frame to employees whose employment with UCB is terminating, see the 72-Hour Payroll Separation Memo and 72 Hour Payroll Separation Check Sheet (With Pay or Without Pay) posted on the Payroll website: http://payroll.berkeley.edu/

1. Go to Home>Administer Workforce>Administer Workforce (GBL)>Inquire.
   
From the Inquire Menu, click Appointment Summary.
1. Type in the Employee ID or Name and click Search (or press Enter).
2. If there is more than one job record review the status (A for Active or T for Terminated) of each record. This information is necessary to decide which Termination code (EAD or a final termination) should be used and in what chronological order records should be terminated.

2. Go to Home>Administer Workforce>Administer Workforce (GBL)>Use. From the Use Menu, click Job Data.
   1. On the Job Data search criteria page, type in the Employee ID or Last Name and click Search (or press Enter).
   2. If a list of employees is displayed, click the employee ID or name of the employee you are terminating. If there are no matching values, review your criteria and change it, as appropriate.

3. On the Work Location page of Job Data, click the + button to insert the new transaction.
   The system will automatically copy the last row of data into the newly inserted row. Effective Date defaults to the current date.
   1. Type the Effective Date* of the transaction (MM/DD/YY) or use the calendar feature to select a date.
      Note: Effective Date is the last day of the appointment (for example, June 30), not first date of separation (for example, July 1). Most academics will have termination effective dates of June 30 because that is the end of the academic year. (If effective date is July 1, Payroll will expect to pay that 1 day in July.)
   2. Select Action* "Termination" from the drop-down list of available Actions.
   3. Type in the appropriate Reason* code or click the Magnifying Glass to lookup the appropriate Reason for the Termination. Refer to the Action/Reason Codes job aid for definitions of Reason Codes: http://hrweb.berkeley.edu/hrms/actionreason.htm
   4. Type in Next Employer (* for Academics) or click the Magnifying Glass to lookup the 3-character code. The list is in alphabetical sequence by code.
   5. If an employee is terminating his/her employment at the university and this is the final termination transaction, click the Employment Data link at the bottom of the page.

4. Click the Employment Information page. If the Last Date Worked and/or Last Day on Pay Status are different from the termination Effective Date, type in or use the calendar to select a date.
   Note: Termination Date and Last Date Worked will be populated from the Effective Date of the transaction when you save.

5. Click Save to save the termination transaction.

When an Employee Separates

When any employee separates, the department is responsible for giving the employee appropriate information as well as meeting certain notification requirements. It is crucial that employees receive this information in a timely manner so they can make informed benefits decisions within certain deadlines. This includes career as well as contract, limited, and student employees.

1. Appropriate Benefits Checklist
   Termination of Employee or Layoff checklists provide the employee with information as to what happens with each benefit when leaving the University. Checklists are available on the web at: http://www.ucop.edu/humres/forms/separation_checklist.pdf or order from KP Supply House.
2. COBRA and conversion options
   Provide the employee with:
   1. Completed COBRA packet (available on the web at: http://atyourservice.ucop.edu/administrators/public/cobra_docsprocs/index.html). To complete the COBRA form, follow the instructions on this page. To complete the packet, you will need:
      • Employee name
      • Social security number
      • Qualifying event date
      • Name of current plan(s), group policy number(s) as found on the COBRA rate and address chart, and coverage end dates
      • To sign and date the bottom of the form
   2. Continuation of Group Health Coverage pamphlet (available as part of the COBRA packet, on the web at: http://atyourservice.ucop.edu/administrators/public/cobra_docsprocs/index.html or http://atyourservice.ucop.edu/forms_pubs/subject/cobra.html).
   3. COBRA Rate and Address Chart (available as part of the COBRA packet, on the web at:http://atyourservice.ucop.edu/administrators/public/cobra_docsprocs/index.html or http://atyourservice.ucop.edu/forms_pubs/subject/cobra.html).
   4. Conversion options for life insurance, legal insurance, and AD&D insurance on the Benefits Checklist. If the employee is interested in conversion information, contact the OHR Benefits Unit (benefits@berkeley.edu or 2-7053).
3. Retirement and Savings Accounts Distribution Information
   

   Fidelity Investments Tax-Exempt Services Company (FITSCo) is the University’s recordkeeping and account services provider for the UC Retirement Savings Program ( i.e., Defined Contribution Plan Regular and Safe Harbor, Tax-Deferred 403(b) Plan, and 457(b) Deferred Compensation Plan). Refer separating employees to FITSCo at 1-866-682-7787, Monday through Friday between 5:00 A.M. and 9:00 P.M., PT. Or go online to http://www.netbenefits.com.

4. Unemployment Insurance Information
   In the case of layoff or dismissal, you must provide the employee with the EDD booklet explaining Unemployment Insurance (publication #DE2320, available on the EDD website at: http://wwwedd.cahwnet.gov/).

Notes:

1. Vested UCRP members and/or members with PERS Reciprocity (especially if over age 50) should be instructed to call the Human Resources Benefits Unit (642-7053) and speak with a retirement/savings counselor for review of available options.
2. If an employee is retiring and eligible for medical and dental continuation, complete the COBRA form for the vision plan only.
3. Employees should update their UCRP retirement plan beneficiaries on At Your Service online: http://atyourservice.ucop.edu/briefing/2006_apr/name_beneficiaries.html, or call UC HR/Benefits Customer Service Center at 1-800-888-8267, Monday through Friday between 8:30 A.M. and 4:30 P.M., PT. Also, to name a beneficiary for the Retirement Savings Programs (DC Plan, 403(b) Plan and 457(b) Plan), employees should contact FITSCo at 1-866-682-7787, Monday through Friday between 5:00 A.M. and 9:00 P.M., PT. Or go online to http://www.netbenefits.com.
4. Credit Unions: Employee must contact credit union(s) directly regarding options after separation.
5. A+/California Casualty: Employees who are members and paying premiums through payroll deduction should contact A+/California Casualty directly to coordinate direct billing.

Employees may contact the OHR Benefits Unit at 642-7053 or benefits@uclink.berkeley.edu.