Finance & Administration
Staff TerminationLast updated: May 18, 2015
There are several reasons for which an employee may be terminated; the most common being the employee has accepted another position away from Duke and tenders his/her voluntary resignation.
Other reasons may include:
- The staff appointment period has ended, based on the employment terms outlined in the offer letter.
- Unsatisfactory performance during orientation/evaluation period.
- Reduction in Force (processed on paper termination form)
For any reason other than voluntary resignation (includes retirement) or staff appointment period ending it is essential to contact Susan Davis, TCA&S Human Resource Manager, prior to initiating any termination action on an employee. Duke has written employment policies, including termination procedures, and managers should follow them consistently.
- An employee resigning in good standing should submit a written resignation to the department; a minimum of two (2) weeks notice for biweekly employees or thirty (30) days notice for monthly employees is appropriate.
- Once you accept the employee's resignation, notify Susan Davis of the pending vacancy.
- Initiate the termination iForm for the employee using Duke@Work.
- Select the employee from the Staff tab
- Select the appropriate status and reason in the Termination iForm
- Enter last day worked
- For monthly employees, provide the number of days worked, vacation and discretionary holiday balances
- Provide new forwarding address if available this is important for receipt of tax documents.
- Send a copy of the resignation letter to Kathy Agusta either via fax or scanned attachment to email.
- For appointments with end dates, send a copy of the 60-day notification letter informing the employee of the end date.
- Follow the Employee Termination/Transfer Checklist to ensure all appropriate tasks are completed related to the termination.