Completing the Termination iForm - Non-Exempt (Biweekly) Employees

This quick reference provides guidance on completing the termination iForm for any non-exempt (biweekly) position. This includes staff, students, and any other positions paid on a biweekly basis. This guide is for employees of Duke University/School of Medicine who are due payouts of discretionary holidays and vacation, and for employees of Duke Health who may be due payouts of PTO. Unless noted, the iForms and business processes are the same across the enterprise.

Gwen Hall-DiFabio
29 steps
2 minutes

Information in this guide has been redacted to protect information.

Generally, non-exempt terminations should be completed by the payroll deadline for the pay period in which the employee is terminating. Non-exempt iForm deadlines can be found on the current year payroll calendar in the All Types of IForms column. The current schedule is available on the [Payroll Schedules](https://finance.duke.edu/departments-services/controllers-division/corporate-payroll/employee-time-pay/pay-schedules/) page. Processing terminations in the pay period after an employee terminates will results in delays to payouts of time due to the employee and cause the employee to appear as an active Duke employee after they have left Duke, creating security and access risks.

From the Duke@Work home page - [work.duke.edu](https://work.duke.edu) -select the **iForms** page.

From the iForms landing page, select the **Staff** tab.

Use the **My Staff Search,** enter the employee's DUID in the **Personnel No** field, or enter the employee's first and last name in the **Name** field. Select **Start** to search for the employee.

Once the system returns the employee, select the **New Forms** hyperlink.

Select the **Termination iForm** from the list of available Staff Forms.

The **Header Data** provides information about the employee and their position. Review this information to ensure you have pulled up the correct employee.

In **Request Data,** enter information specific to the employee's termination.

In the **Last Working Day** field, enter the last day the employee is working hours and receiving their hourly rate of pay. This date can be the end of the pay period or any other working day in the pay period. **Please note:** See[ Appendix A](https://scribehow.com/viewer/Completing_the_Termination_iForm__Non-Exempt_Biweekly_Employees__oBslVZs6S6WJc-SX174Eog?scrollToActionId=00762ccd) for additional details on entering the **Last Working Day** with specific guidance on leaves of absence.

As a reminder, it is a violation of Duke guidance to extend the Last Working Day using time away from Duke (vacation, discretionary holidays, PTO) in any situation.

Next, select the appropriate **Personnel Action.** Select the interlocking squares for a drop-down of available options.

**Personnel Action** options include the following: - 10 - Term -Eligible for Rehire - the most common action and used for retirees. - 11 - Term - Not Recommended for Rehire - 14 - Term - Ineligible for Rehire Please reach out to your HR support group if you have questions about which action to use.

In **Reason for Termination,** select the option that best describes the reason supporting the **Personnel Action.** Select the interlocking squares for a drop-down of available options.

**Reason for Termination** options include the following: - 01 - Voluntary resignation - 03 - Termination at the end of orientation or a trial period - 06 - A faculty member's appointment ends - 07 - Employee retires - 08 - Employee has passed away - 18 - A staff member's appointment ends Please reach out to your HR support group if you have questions about which action to use.

The **Termination Date** populates based on the **Last Working Day** and cannot be edited.

Please note: The **Last Working Day** and the **Termination Date** will be the same regardless of the **Reason for Termination.** The screenshot below displays a **Reason for Termination** as Retirement.

**University/School of Medicine Employee - Paying Out Vacation and Discretionary Holidays** SAP holds non-exempt employee vacation and discretionary balances and will automatically payout balances in alignment with the [Payout of Accrued Time Policy (University) ](https://hr.duke.edu/policy/payout-accrued-time-policy-university/)**.** All payouts of vacation and discretionary holidays will be made in a lump sum. If the unit completes the terminations iForm in conjunction with the last pay period worked, the employee will receive this payout in their final pay check. If the termination is late, the employee will receive the payment for their last days worked in a one payment and the payout of their vacation and discretionary payments in another payment.

**Duke Health Employee - Paying Out PTO** PTO payout for a Duke Health employee depends on the Reason for Termination and the PTO Policy that covers the employee. SAP holds these balances and the payout will align with Duke Health policy. Visit the [Payout of Accrued Time Upon Leaving DUHS ](https://hr.duke.edu/policy/payout-accrued-time-upon-leaving-duhs-policy/)policy for detailed guidance. All payouts of PTO will be made in a lump sum. If the unit completes the terminations iForm in conjunction with the last pay period worked, the employee will receive this payout in their final pay check. If the termination is late, the employee will receive the payment for their last days worked in a one payment and the payout of their PTO in another payment.

Review the address on file, making updates as necessary.

You may include a foreign address if applicable.

Having an accurate address in SAP is critical to ensure the employee receives appropriate tax documentation for the year in which they terminated.

**Attachments** are available, but not required. Units may choose to include the resignation letter. To attach a document, select the "No File Chosen" box.

From your computer, find the appropriate file. Select **Open.**

The Attachment box is now populated. Select **Upload** to attach the document to the iForm.

Once the document is uploaded, it will display in the **Attached Documents** grid.

If required by the **Reason for Termination** action, check the box to confirm a letter of resignation is on file. This action is driven by the **Reason for Termination,** not by the iForms attachments.

Click "Enter your comments here :"

Select the arrow associated with **Comments** to add any necessary comments. This is a free text field that cannot be edited once saved. Comments are not required, but may be helpful when working with complex scenarios.

The **Status Overview** will populate once the iForm enters workflow and allows the initiator to check the status. It does not contain data during the iForm's creation.

IForms have three action buttons: - **Submit** - submits the iForm into workflow. The system will check for hard errors and warnings, but will submit iForms with warnings. - **Check** - performs a system check for hard errors and warnings, allowing you to address them before submission. Best practice is to ALWAYS check an iForm before submitting it. - **Close Window** - closes the iForm without saving it.

Select **Submit** once you've checked the iForm and reviewed all data.

A confirmation displays with a system-assigned iForms number. Select **Close Window**

To monitor the iForm's status, go to the **IForms Overview** tab. Select the **Processing Status** hyperlink for status information. The **Status Overview** displays each step of workflow approval. The coding at the end of each line describes the workflow step. If multiple approvers are listed for a step, only one of the approvers needs to approve the iForm for it to move forward. The iForm has been fully processed and integrated into SAP when the last step says, "Processed On" with the date, time, and pay period listed.

Reason for Termination - Deceased

If an employee is terminating because they have passed away, a **Date of Death** and **Next of Kin** field displays. It is critical that this information be completed accurately. Please work with your HR support for specific questions about processing an iForm termination for a deceased employee.

Terminating an Employee with Active Secondary Positions

If you are processing a termination iForm for an employee with an active secondary position, the iForm will display a warning message. Processing the termination iForm will end the secondary position. Please notify the business unit that hired the employee into the secondary position of the termination. In some instances, particularly for student employees, the unit that hired them as a secondary may want to move them to a primary position. If that is the case, that department would process a Transfer iForm to move the employee to their unit, making the termination iForm unnecessary. Review the employee's data sheet for specific information on the secondary position.

Appendix A: Last Working Day Guidance

As a general rule, the last working day is the last day the employee submits hours and receives their hourly rate of pay. Exceptions to this guidance include the following: - If an employee is on a leave of absence, the Last Working Day should be the last day of the leave, not the last day they actually worked. Entering a retroactive Last Working Day may create payment issues and will cause the employee's benefits to end as of the retroactive date. - For non-exempt student employees, the best practice is to set the Last Working Day as the last day they actually worked hours. If you are unsure of the Last Working Day, take the following actions: - If the last day the student worked falls within the current pay period, but you are unsure of the exact day, use the end of the current pay period. - If you retroactively realize that a non-exempt student has terminated, use the end of the current pay period (vs. creating a retroactive termination iForm) and include details around the last day the employee worked in the Comments. If you are unsure of what date to use as the Last Working Day due to the specifics of the employee's situation, please contact your unit's HR support.

Completing the Termination iForm - Non-Exempt (Biweekly) Employees

Gwen Hall-DiFabio
29 steps
2 minutes