Enter a Voluntary Termination Template Transaction for Interlocation Transfer (Terminating Location)

This guide provides step-by-step instructions to enter a voluntary termination for an employee transferring to another UC Location. The Terminating Location should perform these steps using the Smart HR Template transaction (e.g., UC_VOL_TERM) in UCPath.

23 steps

Coordinate with the location to which the employee is transferring (i.e., the Hiring Location) to ensure that location completes a **Concurrent Hire** Smart HR Template.

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 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.

Workforce Administration page with cursor drawing attention to the HR Tasks tile.

On the left navigation pane, expand the **Smart HR Templates** section, and then select the **Smart HR Transactions** option.

Cursor hovering over the Smart HR Templates folder in navigation bar

Click "Smart HR Transactions"

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.

In the **Effective Date** field, type or select from the calendar icon the effective date for the termination. **NOTE:** The effective date should be the same as the effective date of the Concurrent Hire template at the Hiring Location to ensure there is no break in service.

Smart HR Transactions page with the cursor drawing attention to the Effective Date field.

Click the **Create Transaction** button.

Smart HR Transactions page with the cursor drawing attention to the 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 Empl Record the employee is transferring from. **NOTE:** UCPath automatically populates the **Employment Record Number** field with the first record number for which you have departmental access.

Enter Transaction Details page with the cursor drawing attention to the Employment Record Number field.

If the employee has multiple assignments, 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 **Interlocation (BU) Transfer**.

Enter Transaction Details page with the cursor drawing attention to the Reason Code field.

Click the **Continue** button.

Enter Transaction Details page with the cursor drawing attention to 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**.

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.

Enter Transaction Information page with the cursor drawing attention to the 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.

Enter Transaction Information page with the cursor drawing attention to the Override Last Date Worked check box.

Enter comments related to the interlocation transfer for UCPath WFA Production.

Enter Transaction Information page with the cursor drawing attention to the Comments field.

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.

In the **Initiator Comments** field, enter specific details or explanation regarding the transfer. **NOTE:** Comments must include the employee’s name, Empl ID, and the name of the Hiring Location (e.g., Interlocation transfer from UC Los Angeles to UC Riverside), and state that there is a **Concurrent Hire** template that accompanies your transaction. **NOTE:** Comments entered here appear only with the request; they do not appear on the employee’s record after the transaction is processed to completion.

Enter Transaction Information page with the cursor drawing attention to the Initiator Comments field.

The UCPath Center takes the responsibility of retrieving the UFIN301 forms using the information from the template **Initiator Comments** field.

Coordinate with the Hiring Location to submit the interlocation transfer templates simultaneously. Remember, if the employee has additional Empl Records, complete **Voluntary Termination** Smart HR Templates for each employee record number.

Click the **Save and Submit** button to initiate the UCPath approval process. **NOTE:** The **Save and Submit** button is not available if any required fields are not completed.

Enter Transaction Information page with the cursor drawing attention to the Save for Later and Cancel buttons.

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

Enter Transaction Information page with the cursor drawing attention to the Save and Submit button.

Submit Confirmation Page

Click the **OK** button. **NOTE:** Since the employee is transferring to another location without a break in service, a final pay request is not necessary unless paying out accruals that they are no longer eligible to accrue.

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

Smart HR Transactions page with the cursor drawing attention to the newly created transaction.

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