Notice of Departure Form

Supervisor's Responsibilities

• When the department becomes aware of an upcoming employee departure, whether voluntary or involuntary, the department designee is to complete and submit a Notice of Departure form to the Office of Human Resources.

• Information needed to submit a Notice of Departure form

  • Employee name

  • Employee ID #/Colleague ID #

  • If the employee is an alumnus and/or retiree

    • This information is needed because if the employee is an alumnus or retiree, they may be granted an alum/retiree VU Google account.

    • Answering yes to this question will result in an automated email being sent to the employee with more information and a link to the Valparaiso University Employee IT Account Policy.

    • Although alumni and retirees may be able to maintain a resignation letter

    • Early retirement – this reason is used when an employee qualifies for early retirement

      • If you select this reason, you will be asked if the departing employee would like a courtesy card, a VU email account, and access to the intranet.

    • Regular retirement – this reason is used when an employee qualifies for regular retirement.

      • If you select this reason, you will be asked if the departing employee would like a courtesy card, a VU email account, and access to the intranet.

    • Deceased – this reason is used when an employee passes away while employed by the university.

    • Reduction in workforce – this reason is used when an employee is separated from employment due to a reduction in staffing initiatives by the university.

  • IT access

    • You will answer yes to this question if another employee will need access to the departing employee's email or files for business continuity purposes.

    • With the approval of the Office of Human Resource Services, another employee may be granted temporary access to the departing employee's email and/or files for a limited time.

HR's Responsibilities

• In Colleague

  • Open the PPOS screen.

  • Search for the departing employee.

• In Perceptive

  • Click the key button in the Document Keys field, and the fields will automatically populate.

  • Save the Perceptive document and route it forward. The form will move into the HR Department Review workflow.

  • In Custom Properties

    • Enter the Effective Date

    • Enter the HR Role

    • Enter Rehire Eligible?

    • Enter Alumnus

    • Enter Not Eligible in Benefits

    • Enter TR/TE

      • If there is a request on file, send the Office of Financial Aid an email notification with the following information.

        • Please be aware that the following employee will be ending employment

          Employee:

          Dependent Name:

          Date of Termination:

          TR/TE Benefit End Date:

          • Tuition Remission forms will be available in Perceptive under the employee's profile for reference.

          • Tuition exchange utilizes a separate website and is verified through email correspondence between the Financial Aid office and Human Resources.

            • The HR department should scan and upload the email into Perceptive to keep as a record in the employee's file.

              • Document Type = HR - Tuition Exchange App

            • Financial Aid will not know to end benefits for an employee unless notified by the Office of Human Resource Services.

    • Enter Vaca Payout Eligibility. (If the employee is with the university for a year, they are eligible for vacation payout. One year for every year worked.)

    • Enter the Years of Service found on the STAS screen

    • Enter Unused Vacation Time in Hours found on the LEVS screen

    • Enter Vaca Payout in Hours

  • Click Save

  • Click Workflow and route forward.