Transfer & Severance Notice Help

The Transfer & Severance Notice (DOC) is available in MS Word format. Although it may be completed by hand, we strongly encourage you to complete it electronically so that you can take advantage of the built in dropdown boxes. Please do not enter paragraph returns or spaces, as this will cause the form to move onto 2 pages.

Once the form has been completed electronically, print it, have it signed and forward to HR or Payroll. Please ensure all necessary signatures are provided, along with all required fields.Missing information or signatures will result in paperwork being returned to the Department and/or Faculty and will delay processing.

Feedback: If you have any questions regarding the use of this form, or any suggestions on how to improve it, please contact UBC HR. All feedback is valued.

For Dismissal or Termination: Forward directly to HR

For all other Transfers & Severance: Forward to Payroll

TOP RIGHT CORNER MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Severance

Dept Transfer

HR/MO Transfer.

  • Identify whether this form is to sever an employee, transfer them to another department, or change them from Hourly to Monthly (or vice versa).
Yes
NAME Section MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Employee ID
  • This is the UBC employee ID.
  • This field is MANDATORY. You can look it up on the HRMS system, or ask the staff member (it is printed on their pay stub).
Yes
Social Insurance Number
  • If the employee ID is not known, provide the SIN.
First & Last Name fields Yes
Current home address –

City

Province

Postal Code

Country

  • Address of local residence. An employee’s local Vancouver address would go here.
  • These fields are MANDATORY.
  • In the case of a non-Canadian address, use the Province field for state, etc., and use the Postal field for Zip, etc,
  • The country field only needs to be completed for addresses outside of Canada.
Yes
VP / Faculty
  • The VP or Faculty that has the current appointment.
  • Select from the drop down list.
Yes Yes
Department name
  • The current department.
  • Click on the link to the right for a list of department codes, names and locations.
  • Copy and paste the department name into the field box on the form.
Yes Yes
Employment Group
  • Select the appropriate employment group (union, association, etc.) from the drop down list.
Yes Yes Yes
Job Title
  • Provide the job title in this field.
  • Click on the hyperlink to the right for a complete list of job titles by employment group.
Yes Yes
Monthly/Hourly
  • Identify if the person is monthly (salaried) or hourly paid.
Yes Yes
SEVERANCE Section MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Type

Other

Reason

  • Provide information regarding the type of severance. Select a value from the pull-down list.
  • If you can not find a value in the list, provide the type of severance in the ‘Other’ edit box.
  • Provide the reason for the severance in the Reason box.
Yes Yes
Severance Dates –

Last day physically at work

  • Provide the last day of work where the employee was physically at work.
Yes
Severance Dates –

Last day paid

  • Provide the last day they are to be paid for.
Yes
Disposition of balances –

Monthly Paid

Vacation Owing In Hours

  • In hours, indicate the unused balance of vacation.
Yes
Disposition of balances –

Hourly Paid

Vacation Percentage

  • Indicate the current vacation accrual percentage for this employee (4, 6, 8%)
Yes

(hrly)

Disposition of balances –

Time off to be deducted from vacation pay

  • In hours, indicate any time to be deducted from the unused balance of vacation.
Notice –

Amount of notice given by employee

  • In days, indicate the number of days notice given by the employee.
  • Use calendar days.
Yes
Notice –

Amount of notice given by employer

  • In days, indicate the number of days notice given by the employer.
  • Use calendar days.
Yes
Severance Pay
  • Refer to the collective agreement or University policies regarding eligibility for severance pay.
  • Provide severance pay in hours.
FUNDING Section – Vacation Payouts MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
  • Complete this section if the funding location for the vacation payout is not the same as where the salaray is paid from for this employee
Speed Chart
  • Enter the appropriate 4-letter speed chart number.
Account
  • Provide the appropriate account chartfield.
Yes Yes
Fund Code

Dept ID

Project Grant (P/G)

  • Of these 3 fields, only the P/G is MANDATORY.
  • The other fields are optional, and can be added to help in on-line data entry verification.
TRANSFER Section MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
  • Complete this section when an employee is transferring to a new department or faculty.
New VP / Faculty
  • The VP or Faculty that has the current appointment.
  • Select from the drop down list.
Yes Yes
New Department Name and Code
  • The current department.
  • Click on the link to the right for a list of department codes, names and locations.
  • Copy and paste the department name into the field box on the form.
Yes Yes
Last Day Paid by Old Department
  • Provide the last day paid by the current (old) department
Yes
Vacation Balance
  • This field is provided when the employee is monthly paid.
  • Provide the unused vacation balance in hours.
Sick Balance
  • Provide the unused sick balance for the employee
Yes
SIGNATURE Section MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Faculty/Department Use
  • An area where the faculty an/or department can insert comments for themselves or as additional information to Faculty Relations.
Human Resources/

Payroll Use

  • An area for HR and Payroll to record comments.
  • This are is usually stamped when the appointment for is received.
Signatures
  • Provide signatures as necessary.
Yes

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