Terminations

There are many termination actions available to define employee separation circumstances. Please see the chart below for a full list and the required documentation for each HR Action submission.

Click here for a snapshot of a Termination HRA along with notes to assist with submission.

The HRA system provides 8 Reasons for termination:

  • Resignation – Leaving University
  • Resignation – Transfer within University
  • End of Student/Temporary Appointment
  • Retirement
  • Death
  • Involuntary
  • Reduction in Force
  • Disability/Separation

Please choose the reason that most closely relates to the information available for each employee leaving the department. The service center will interpret the HRA comments and attachments to determine the appropriate PeopleSoft system reason from the options below:

Termination Reason

Description

Documentation Required

Death

Death of active employee

Obituary if available and date of death

Decline/Offer Rescinded

Offer rescinded or declined once hire has been entered in database

Brief explanation in comment section or employee’s communication declining offer if available

End Temp/Term Employment

Resignation or end of appointment term for temporary/term employees (includes students)

Resignation letter/email or offer letter with appointment end date

Failure to Return from Leave

An employee has been on an approved leave but fails to return to work once the designated leave period has expired

Letter to employee confirming termination and any other appropriate documentation available

Involuntary Termination

  • Eligible for rehire
  • Ineligible for rehire

Employee is involuntarily terminated for cause. May be eligible or ineligible for rehire based on OHR consultation

Letter to employee confirming termination, confirmation of OHR approval and determination of eligibility for rehire (may be in letter); contact information for HRP with complete file

Disability Separation (CCS only)

  • Involuntary
  • Voluntary

For CCS employees only, employee is required to or chooses to take a disability separation.

Letter to employee confirming termination and any other appropriate documentation available

Involuntary Probationary Removal (CCS only)

Employee has been terminated during probationary period for reasons not considered egregious

Letter to employee confirming termination and any other appropriate documentation available; contact information for HRP with complete file

Layoff/Reduction in Force

Employee is being terminated due to an OHR approved layoff/reduction in force

Letter to employee confirming termination, and severance date information (if applicable) ; contact information for HRP with complete file

Resignation

Employee is voluntarily resigning their position for one within a different university department or leaving the university

Resignation letter or email from employee confirming last day of work

Resignation in Lieu of Termination

  • Eligible for rehire
  • Ineligible for rehire

Employee resigns position in lieu of being involuntarily terminated. May be considered eligible/ineligible for rehire

Resignation letter or email from employee confirming last day of work, confirmation of OHR approval and determination of eligibility for rehire; contact information for HRP with complete file

Retirement – OSU Retirement

Employee leaves university employment and meets criteria for OSU retirement

Resignation letter or email from employee confirming last day of work

Retirement – Disability Retirement

Employee is approved for disability retirement by OHR Integrated Absence Management & Vocational Services

Letter to employee confirming termination and any other appropriate documentation available

Retirement – Involuntary Termination

  • Eligible for rehire
  • Ineligible for rehire

Employee is being terminated due to committing an egregious offense and is eligible for retirement benefits. Will not receive OSU retirement benefits.

Letter to employee confirming termination, confirmation of OHR approval and determination of eligibility for rehire (may be in letter); contact information for HRP with complete file

Voluntary Separation Program

Employee has agreed to university-approved voluntary separation incentive program

Letter to employee confirming termination and any other appropriate documentation available

If it is difficult to determine the appropriate reason based on the HRA information provided, the service center representatives will reach out to the supervisor or HRP for more information. In cases that involve sensitive information, it is not necessary to include all relevant attachments to the HRA, but rather a contact name and phone number for the HRP that will maintain the information in the file.  If unable to disclose the specifics of the reason in the HRA, please call your service center HR Specialist so an appropriate system reason can be selected.

Request Submission

All termination requests must be submitted to the service center prior to an employee’s last day of work to avoid overpayments. In the event a termination is processed after the payroll deadline and an overpayment occurs, the service center will take responsibility for notifying the payroll contact and providing former employee with all instructions to return any overpaid wages.

The service center will monitor the Employees Not Paid Aging report for inactive employees with active appointments, and will send notifications to supervisors and unit HRP’s for assistance with timely separation entries. This is a factor in the internal audit, and it is imperative that terminations are processed as soon as notice is provided for all employee types to maintain an accurate university employee listing.

Separation Payouts

When appropriate, the service center will calculate and submit vacation, sick and compensatory time payouts to Payroll so amounts may be included in the employee’s final paycheck. If termination request is submitted after payroll deadline, payout will be processed with the following pay period’s check date. The service center will enter the termination row in PeopleSoft and ensure that all reoccurring additional pays will be stopped. The payout types and hours will be listed in the HRA request for unit reference.

Employees that submit leave requests after the final paycheck has been calculated are at risk for overpayment. Department supervisors and HRP’s need to monitor and notify the service center if leave payout adjustments will be necessary due to late leave submissions.

Retirements

Please submit Retirement requests as early as possible to allow time for OHR Benefits' actions during the weeks/months leading up to retirement date. The service center will verify employee’s eligibility to retire from OSU, enter Retirement row into PeopleSoft which will also terminate any reoccurring additional payments, and process separation payouts. If employee does not meet eligibility requirements for OSU retirement, service center will discuss with unit HR contact and process as resignation.

Unit HRP & Manager Role 

The unit supervisor and/or HR contact is responsible for timely submission of HR Action requests, collection of necessary documentation, confirmation of retirement eligibility, deactivation of OSU system access, email, Buck ID access, and ensuring employee returns any keys and any unit property.

Additional Resources:

HR Service Center Team – Your HR Service Center team is available to assist with any questions.