Termination of Employment Manager's Checklist

**General Note: The Sr. HR Generalist is a resource and available to help you with any questions or issues. **

1. There are several types of terminations:
   1. Voluntary terminations, or resignations, are separations initiated by the Employee. For voluntary terminations, a letter of resignation is required. Consult with your Sr. HR Generalist for guidance.
   2. Involuntary terminations, or dismissals, are separations initiated by the employer. You must contact the Sr. HR Generalist for guidance and refer to HR Policy #302, Disciplinary Actions and Dismissals. Separations of this nature must be documented in a letter of termination to be written together with the Sr. HR Generalist.
2. Review HR Policy #306, Termination of Employment prior to processing any termination of a Law Center employee. Then contact the Sr. HR Generalist to discuss the necessary steps to proceed with the specific termination.
   1. The Sr. HR Generalist must review and approve the circumstances regarding the employee termination.
3. Prior to the termination date, discuss with the Employee the following:
   1. Confirm all contact information in GMS is correct (for W-2 purposes).
   2. Inform the Employee that he/she is responsible to work directly with the appropriate department/office to resolve any outstanding accounts with his/her GOCard or any outstanding bills, loans or expense authorizations and to discontinue any payroll deductions. For example:
      • The Employee needs to contact Parking and Transportation and/or the Fitness Center prior to leaving to discontinue any payroll deductions.
      • If there is a balance on his/her GOCard, the Employee must work directly with the GOCard Office to settle the account.
   3. Collect all paper files, documents and save or transfer the electronic files in the Employee’s possession. Contact IST at helpdesk@law.georgetown.edu or 202-662-9284 for assistance and information about this process.
   4. Direct the Employee to contact the Benefits Office at 202-687-2500 for information about the effect of termination on benefits, COBRA, etc. If the termination is a disciplinary dismissal, this information is included in the letter of termination.
   5. Suggest the Employee review the Offboarding Checklist for Employees, located under the For Managers tab of the Law Center’s HR webpage for further information and assistance.
4. Submit to your HR Contact the following information required to initiate the Terminate Employee process in GMS (NOTE: If the employee termination is involuntary, this information must be submitted to the HR Contact the same day it is known, in order to assure that final pay is made in accordance with timeframes required by D.C. law):
   1. Termination date
      • Inform whether the employee termination is voluntary or involuntary. If involuntary, the HR Contact must complete and submit to the Payroll Office that same day (1) a General Payroll Form (GPF) to pay out the final pay and (2) an Off-Cycle Payment Request in order to comply with D.C. law (See #6b), which requires that final pay, including accrued but unused leave, will be available by the close of business the day following the effective termination date.
   2. Reason for termination
   3. Last day worked
   4. Pay through date
5. Notify the Payroll Manager and the Director of Computer Services of all terminations and the Employee’s effective termination date.
   1. If the termination is involuntary, notify the Payroll Manager as soon as you know of the effective date of termination, and assure that your HR Contact provides the General Payroll Form and Off-Cycle Payment Request to the Payroll Manager immediately.
6. Advise the Employee about his/her final paycheck:
   1. If termination is voluntary, the Employee’s final pay, including accrued but unused leave, will be issued in the same manner as his/her regular pay.
   2. If termination is involuntary, the Employee’s final pay, including accrued but unused leave, will be available by the close of business the day following the effective termination date in accordance with D.C. law. The final pay is issued in a live check and mailed to the Employee’s home address unless other arrangements are requested.
   3. If the Employee is deceased, contact the Sr. HR Generalist within 24 hours of being notified about the death of the Employee. Also notify the Office of Employee Benefits at 202-687-2500.
7. Collect all of the Employee’s University property prior to his/her departure. This may include any or all of the following:
   1. Keys – return to Facilities Office
   2. ProCard – return to Accounts Payable/Purchasing Office and have them terminate card/account
   3. Cell Phone/Pager/Blackberry/Smartphone – return to IST
   4. Law Center home computer/laptop – return to IST
   5. GOCard – return to GOCard Office
      • GOCard access is automatically revoked 24 hours after the effective termination date and after all the necessary approvals in GMS for the termination have been received. For involuntary terminations, the department may contact GOCard Customer Service at 202-687-2700 or gocard@georgetown.edu to revoke all card access immediately.
8. Once the HR Contact enters all the necessary information into GMS, the submission is automatically forwarded to the HR Partner for final approval and must be completed within 2 business days. Terminations approved in GMS by the HR Partner are effective as of the Termination Date.