Enter a Voluntary Termination Template Transaction

This guide provides step-by-step instructions to enter a voluntary termination for both a staff and academic employee using the Smart HR Template transaction in UCPath.

21 steps

Navigate to UCPath [https://ucpath.universityofcalifornia.edu](https://ucpath.universityofcalifornia.edu/home)

Review Current Assignments

Navigate to the **Person Organizational Summary** page to view the employee’s current job assignments and associated details. Refer to the [View Person Organizational Summary](https://scribehow.com/shared/View_Person_Organizational_Summary__DieoRF7DTo-2ejf79WWz9A) step-by-step guide for detailed instructions about reviewing employee data.

Cursor hovering over the person organizational summary page in the navigation bar.

If the employee is fully separating from UC and has additional assignments, each assignment requires a **Voluntary Termination** Smart HR Template. If you do not have access to all of the employee’s Employment Records in UCPath, coordinate with the employee’s other department(s) to ensure termination templates are completed for those assignments.

On the **Workforce Administration** homepage, click the **HR Tasks** tile.

Cursor hovering over the HR Tasks tile on the Workforce Administration page

On the left navigation pane, expand the **Smart HR Templates** section.

Cursor hovering over the Smart HR Templates folder in navigation bar

Select the **Smart HR Transactions** option.

Smart HR Transactions Page

From the **Select Template** list of values, select the **UC_VOL_TERM** template. **NOTE:** This template is used for both Staff and Academic employees.

Cursor hovering over Select Template field

In the **Effective Date** field, type or select from the calendar icon the effective date for the termination. **NOTE:** For terminations, the effective date is the day the employee is no longer on active, paid status.

Cursor hovering over effective date field

Click the **Create Transaction** button.

Cursor hovering over Create Transaction button

Enter Transaction Details Page

Enter the employee's **Empl ID** or click the **Look up** icon to search for the employee.

If the employee has multiple assignments, from the **Employment Record Number** list of values, select the terminating Empl Record. **NOTE:** UCPath automatically populates the **Employment Record Number** field with the first record number for which you have departmental access.

Cursor hovering over Employment Record Number dropdown field

If the employee has multiple assignments and is fully separating from UC, a separate **Voluntary Termination** Smart HR Template must be submitted for each Empl Record.

The **Effective Date** field is populated based on the date specified on the previous page. It cannot be changed on this page. The **Action** field is populated based on the template selected on the previous page. It cannot be changed on this page.

From the **Reason Code** list of values, select the appropriate option for the termination scenario. Refer to the *Job Aid: Template Transactions - Action Reason Codes and Descriptions* for more details on each of the reason codes.

Cursor hovering over Reason Code dropdown field

Click the **Continue** button.

Enter Transaction Information Page

Optionally, click the **Click here to Hide Header Details** link to hide the information selected on the previous pages, including the **Template**, **Effective Date**, **Name**, and **Employee ID**.

Cursor hovering over Click here to hide header details button

Verify the **Last Date Worked** is the last day the employee was on active, pay status. **NOTE:** The **Last Date Worked** field defaults to the work day prior to the effective date, but it can be updated, as necessary. If the effective date is a Monday, the template populates the field with the date of the previous Friday.

Cursor hovering over Last Date Worked field

UCPath automatically selects the **Override Last Date Worked** check box to assist UCPath Center WFA Production during the termination process. Leave the box selected when submitting termination templates.

Checkbox selected for Override Last Date Worked option

Enter termination-related **Comments**, as necessary.

If documentation is available, click the **Supporting documents** link to attach a supporting document.

Enter Transaction Information page with the cursor drawing attention to the Supporting documents link.

If needed: - Click the **Save for Later** button to return to the transaction later. This will save your data entry and generate a Transaction ID. - Click the **Cancel** button to cancel the transaction.

Save for Later and Cancel buttons highlighted

Click the **Save and Submit** button to initiate the UCPath approval process.

Cursor hovering over save and submit button

Submit Confirmation Page

Click the **OK** button.

If the employee is fully separating from UC, a Final Pay request must be submitted.

The template transaction is routed for approval in UCPath and appears in the **Transactions in Progress** section until it is processed.

Template transaction in progress highlighted

Selecting a transaction and clicking the **Delete Selected Transactions** button removes the transaction from the approval workflow and the system.