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Separation Types

The Employee type and Separation type will determine what steps the employing department should take to process the employee’s separation.  Please determine the appropriate categories below.

Staff Employee (Benefits Eligible) Separation and Transfer Process

A. Leaving UTSA

Staff Employee (Benefits Eligible) Separation & Transfer Process
Leaving UTSA

Modify Assignment

Complete the online Separation Notification Form

Complete the Separation Processing Checklist

Process Termination Payroll Voucher

Yes

Yes

Yes

Yes

B. Department Transfer Only – No Break in Service

    • Modify Assignment: Either department or Day ONE will modify assignment.  Use reason: Transfer within UT San Antonio
    • Complete the online Separation Notification Form.  Indicate the individual is transferring to another department within UTSA in comments section.
    • Complete the Separation Processing Checklist – Required only if the staff employee has keys, parking pass, ProCard, laptop or other equipment that must be returned.  This document is for departmental recordkeeping and should NOT be forwarded to Human Resources.

Staff Employee (Benefits Eligible) Separation & Transfer Process
Department Transfer Only – No Break in Service

Modify Assignment

Complete the online Separation Notification Form

Complete the Separation Processing Checklist

Either Department or Day O.N.E. will modify assignment

Yes

Yes

 


GRA/GA/TA Employee Separation Process

A. Leaving UTSA

GRA/GA/TA Employee Separation Process
Leaving UTSA

Modify Assignment

Complete the online Separation Notification Form

Complete the Separation Processing Checklist

Yes

Yes

Yes


B. Will continue with UTSA – Break between assignments

  • Modify Assignment. Use reason: End of Assignment
  • Create new assignment with corresponding reemployment period

GRA/TA Employee Separation Process
Will Continue with UTSA, Break between Assignments

Modify Assignment

Complete the Separation Processing Checklist

Complete the online Separation Notification Form

Yes

No

No



Faculty Employee Separation Process

A. TT Leaving UTSA

Faculty Employee Separation Process
TT/NTT Leaving UTSA

Modify Assignment

Complete the online Separation Notification Form

Complete the Separation Processing Checklist

Process Termination Payroll Voucher

Yes

Yes

Yes

Yes


B. TT/NTT – Worked Fall & Spring with Summer Break, returning upcoming Fall

  • Modify Assignment. Use reason: End of Assignment
  • Create new assignment with corresponding reemployment period

Faculty Employee Separation Process
TT/NTT Worked Fall & Spring with Summer Break, returning upcoming Fall

Modify Assignment

Complete the online Separation Notification Form

Complete the Separation Processing Checklist

Yes

No

No


C. NTT – Worked Fall Only, Spring Only or Summer Only

Faculty Employee Separation Process
NTT Worked Fall Only, Spring Only or Summer Only

Modify Assignment

Complete the online Separation Notification Form

Complete the Separation Processing Checklist

Yes

Yes

Yes

 


Student Employee (Including Work-Studies) Separation Process

A. Leaving UTSA

  • Modify assignment to terminate employment. Use reason: Voluntary
  • Complete the online Separation Notification Form.  Indicate the individual is separating from UTSA in the comments section. Indicate if individual will remain as a UTSA student in comments section.
  • Complete the Separation Processing Checklist.

Student Employee (Including Work-Studies) Separation Process
Leaving UTSA

Modify Assignment

Complete the online Separation Notification Form

Complete the Separation Processing Checklist

Yes

Yes

Yes


B. Returning to UTSA after Break
    (such as summer break, semester break, month off, etc.)

  • Modify Assignment to terminate employment. Use reason: End of Assignment
  • Complete the online Separation Notification Form.  Indicate the individual will be returning after the break in the comments section. Indicate if individual will remain as a UTSA student in comments section.
  • Complete the Separation Processing Checklist.

*Winter/Spring Break does not constitute a break that requires any action.*

Student Employee (Including Work-Studies) Separation Process
Returning to UTSA after Break

Modify Assignment

Complete the Separation Processing Checklist

Complete the online Separation Notification Form

Yes

Yes

Yes

 


Temporary Employee Separation Process

A. Leaving UTSA

Temporary Employee Separation Process
Leaving UTSA

Modify Assignment

Complete the online Separation Notification Form

Complete the Separation Processing Checklist

Yes

Yes

Yes


B. Transferring to another Temporary Position at UTSA

  • Modify Assignment to terminate employment. Use reason: Transfer within UTSA
  • Complete the online Separation Notification Form.  Indicate individual is transferring to another UTSA position in the comments sectio with reason from above.
  • Complete the Separation Processing Checklist - only required if the temporary employee has keys, a parking pass, ProCard, laptop or other equipment that must be returned.  This document is for departmental recordkeeping and should NOT be forwarded to HR.

Temporary Employee Separation Process
Transferring to another Temporary Position at UTSA

Modify Assignment

Complete the online Separation Notification Form

Complete the Separation Processing Checklist

Yes

Yes

Yes



Status Change (Benefits Eligible to Student Employee) Separation Process

A. Status Change

  • Modify assignment to terminate benefits eligible assignment. Use reason: Resign from UT San Antonio
  • Complete the online Separation Notification Form.  Indicate individual is transferring from one status to the other in the comments section with reason from above.
  • Complete the Separation Processing Checklist - only required if the employee has keys, a parking pass, ProCard, laptop or other equipment that must be returned.  This document is for departmental recordkeeping and should NOT be forwarded to HR.
  • Process Termination Payroll Voucher to payout unused vacation/OT/floating holiday hours earned
  • Complete new student assignment

Status Change (Benefits Eligible to Student Employee) Process

Modify Assignment

Complete the online Separation Notification Form

Complete the Separation Processing Checklist

Process Termination Payroll Voucher

Yes

Yes

Yes

Yes

 

 

Updated: June 3, 2013