Human Resource Services
Termination Procedures
Please follow these procedures when a USPS or TEAMS employee in your department terminates employment with the University of Florida.
Payment of Unused Annual Leave Procedures
Eligibility for Payment of Unused Annual Leave
• A TEAMS employee, regardless of length of service, will be paid for any unused annual leave up to 352 hours.
• A USPS employee with at least six months of continuous service will be paid for any unused annual leave up to 240 hours. (Please note: The employee does not have to attain permanent status in order to be eligible for payment of unused annual leave.)
• If an eligible employee is deceased, the employee’s beneficiary will be paid the employee’s entire annual leave balance.Regardless of pay plan, University Retirement is available to assist you in the event of an employee’s death. The department representative should contact University Retirement immediately and advise the retirement manager of the employee’s death. The retirement manager will work closely with the department representative to ensure that appropriate procedures are completed in a smooth and timely manner. Please call University Retirement at 392-2477.
Terminate the Employee’s Appointment in the UF Employee Information File
• Terminations are executed through ePAF as a "Change Employment Status."
• A copy of the letter of resignation must be submitted to Employement and Classification for second level job action approval
• For the leave cashout procedure, please visit this link.During the Last Pay Period an Employee Works
• The departmental payroll processor should verify that all leave entries and time-worked hours have been reported to ensure proper leave settlement.During the Pay Period Following the Employee’s Termination
• On the Friday evening following the end of the pay period (which end on Thursdays at 12:00 midnight), the PeopleSoft automatically will credit the employee with the appropriate leave accrual. The accrual, based on the number of hours paid in the pay period, is added to the employee’s leave balances.
• On the Monday following the end of the pay period, the departmental administrator or payroll processor should verify if the employee’s pay and leave accrual is accurate.
• The departmental payroll processor should verify that the employee’s appointment has been terminated in the Job Data under Workforce Administration (Workforce Administration > Job Information > Job Data) and that the effective date is the day following the last day employee worked. If the job action has been approved, then the employee can be paid his/her vacation and/or sick leave settlement. Please note: The vacation and/or sick leave settlement cannot be processed until all salaried appointments have been terminated in PeopleSoft.