Termination Process Checklist

Name of Terminated Employee: _______________________________ Date:___________________

Process (where applicable):	Completed:
Send terminating PAF to HRS Records, Box, 7700 Station B, (or through your department’s personnel approval structure) – Refer to Section F-3 in the HRS on-line Administrators Guide for specific instructions. Note: If employee is non-exempt, remaining vacation, holidays, and personal days should be included on the final timesheet; if exempt, process an additional pay form for vacation. Special rules apply if the staff member is retiring or has died. Call Benefits, 2-8330, in both of these cases.
If termination is involuntary, coordinate with Employee Relations, 2-7259; Also, if the employee requests a separation notice, it must be provided within 24 hours - Call Payroll, 3-6606
Submit PMF to begin recruiting for the open position. Sent to Recruitment & Staffing, Box 7700, Station B (or through your department’s personnel approval structure)
Schedule an exit interview; HRS can provide these interviews – Call 2-8304
Explain to the employee that they will be receiving information from Benefits by mail about continuing their insurance. The employee should be sure that HRS has the correct home mailing address.
If employee has University owned equipment (possibly at home) or uniforms they should be returned.
Collect office and building keys.
Collect corporate American Express card. Cut up and send to Accounting, Box 6310, Station B
Send through a Purchase Requisition (not small PO) to Telecommunications, Box 7702 Station B, to cancel VNet number; Include cancellation of AT&T calling card if applicable;
Reconcile Travel Account
Cancel applicable computer access such as software authorizations, network access, security codes, etc.
Update department lists, such as home address lists, information for the faculty Registry, birthday lists, etc.
Send a memo to Accounting (demand checks – Box 6310, Station B) and Purchasing (purchase orders – Box 7700, Station B) to remove signature authority
Collect and destroy Vanderbilt ID card
Remind employee to clear out Commodore Card Account
Cancel Vanderbilt paid memberships or subscriptions
Letter of Recommendation if applicable
Remind employee to return parking decal to Traffic & Parking in Wesley Place
Ask Directory Contact person to delete listing from Vanderbilt Directory
Terminate P*Card Access