Mitigating Late Separations

Employees may terminate their employment with UND for a variety of reasons. To ensure a smooth offboarding experience, supervisors should review HR’s employee departure page to support the  employee in their career change.

Once a supervisor receives notice an employee (faculty, staff, student, temporary, etc.) in their area is leaving the University, they must utilize the following process:

• The supervisor submits the termination within the Peoplesoft HCM system immediately.
  • Supervisors must utilize the last day worked as the day of termination.
• If the termination is for a benefited faculty or staff employee, the supervisor must notify their divisional area HR Manager via email or phone call.
• If the employee supervised any positions, the department should update the “reports to” field on the position change form.
• If the last day worked occurred within a pay period already processed, the supervisor must contact Trish Muir, Director of Payroll Services immediately.

Late notice is defined as a notice given less than one day in advance. Employees are encouraged to provide advance notice to allow for a smooth offboarding experience and for the department to prepare to replace the position, if needed.

This ensures a clear protocol for addressing payroll issues related to terminations and helps to manage the University’s payroll accurately.

Late notices negatively impact UND employees, resulting in:

• Incorrect unemployment amounts (salary dollars) reported to state agencies
• Incorrect salary amounts for previous pay periods, requiring the separated employees to repay the deposits
• Premium adjustments for benefits
• If a check is reversed and causes a net negative retirement contribution for TIAA, a manual voucher needs to be submitted to make the account whole.
  • Reversal of checks cause significant issues with TIAA, and may delay payments to accounts for all UND TIAA accounts.
• Potential legal ramifications due to late leave payouts
• Inappropriate access to systems which can impact security of our protected information, these systems include:
  • Campus Connection
  • Manager Self Service
  • Star Fish
  • Finance
  • Blackboard

Thank you for taking the time to provide separated employees a smooth off-boarding experience and ensuring our systems are correct by mitigating any late separations.