Termination (Form Processing)

Faculty Complimentary Appointments Auto-Termination Process:

The auto-termination process is for faculty complimentary appointments (Paygroup 9 with job codes FA, FC, or FV only).  For more information please see the Faculty Complimentary Auto-Termination Guidelines.

Termination Form Reminders

 A Termination form should be used whenever a University of Iowa faculty member is either terminating entirely or terminating from one of multiple positions.

• When appointing a faculty member to Emeritus Faculty status, initiate a “Termination” form for the regular faculty appointment and a new "Complimentary Appointment” form for the Emeritus faculty appointment. Note: To assure there is no break in service, the effective date on the "Complimentary Appointment" form must be the following day after the effective date on the "Termination" form.

• The effective date should be the last day worked. The end date for academic year appointments should be the last working day according to the Academic Year Working Day Schedule. According to UI policy, accrued vacation cannot be used to extend the last date of service.

• Employee signature is required for terminations. However, if a letter of resignation is attached to the workflow transaction, the transaction does not need to be routed to the employee for their electronic signature. If, due to some unforeseen circumstances, a letter or electronic signature cannot be obtained, the reason should be clearly noted in the comments.

• Termination forms are pulled into HR electronically when they are finalized regardless of whether it has routed completely through the workflow.

• End of Employment - An end date on academic year or fiscal year Appointment form will not automatically end an appointment in the HR system. If a department does not intend to renew an appointment, a termination form must be processed to remove the employee from "active" status. If the individual is later re-appointed, the file is reactivated by means of a new Appointment form. If the appointment is to be renewed, a Change of Status form should be completed using the reason "Extension of Faculty Appointment" and entering the dates of the new appointment.

Benefits

• Academic Year Faculty - benefits will end at the end of the month in which they are terminated or 6/30/xx if they terminate at the end of the spring semester or over the summer prior to the start of the next academic year.
• Fiscal Year Faculty - benefits will end on the last day of the month in which the employee is terminated.

Termination Reason Codes

• The following action codes must be used when initiating a termination for faculty.
• If the reason code on the workflow form is coded incorrectly, we will change it to a different code that is better aligned with the stated reason for leaving the University.