Ending employment

Notification of employment ending

This process is designed for Line Managers to provide guidance in understanding their role, responsibilities, and required steps when your employee is ending employment. Notifying the relevant business areas in a timely manner that an employee has ended will help prevent overpayments, avoid unnecessary and prolonged access to UNDA systems and ensure that equipment is returned ready for the next user.

The following information is provided for any position that has roles reporting to them (leader roles). This includes, Supervisors, Line Managers, Managers and the like.

Roles

Responsibilities

Employee

Responsible for notifying their line manager in writing as to their end date in accordance with their notice period as stipulated in their contract.

Line manager

Position who the employee directly reports to. Responsible for accepting the written notification and submitting to P&C Service Portal for action.

*Should an employee not provide written notice, please contact People Services via the portal as soon as possible.

Process

The following steps outline the process to be followed when an employee’s employment ends at the University.

  1. The Line Manager creates a ticket in the P&C Service Portal of the resignation and the endorsed written end date of employment to People Services via the P&C Service Portal (JIRA). Please attach the following documentation to ticket:
    1. Employee’s End Date
    2. Letter/Email of Resignation from Departing Employee
    3. Line Manager Acceptance
  2. The Line Manager and Employee will receive an Exit Checklist from People and Culture, which must be completed.
  3. The Exit Checklist includes actions that should be undertaken that may cover other areas of the University. People Services provide the checklist as a resource for you to close off and notify other areas in the University. There may be other actions that need to be considered for your area.
  4. Line Managers are responsible for ensuring that all University property is returned, including (but not limited to) ID cards, keys, IT equipment, and corporate cards.
  5. Once resignation is processed by P&C, the Line Manager will be notified in the ticket, and an ‘Acknowledgment of Resignation’ will be sent via email to the employee and the Line Manager.

Resources

The ending employment process can be facilitated through the completion of several checks. As you work through, you can complete the following.

Contact us

For additional information and assistance with the ending employment process, please contact our team. We are available to provide support and answer any inquiries.

For more information, please submit your query using the P&C Service Portal.