University Human Resources
For ALL terminations or retirements you will complete the “Terminate Employee” eDoc.
Terminate Employee eDoc Process:
- In One.IU navigate to the eDocs tab in the HRMS Portal, click Terminate Employee.
- How to access eDocs
- The Terminate Employee eDoc consists of 4 major sections: Effective Date, Action Reason, Job Data, and Earnings.
- For retirement, choose the appropriate Action Reason.
Terminate Employee Document Lookup:
Look up the employee that you want to terminate by entering any available information that you have into the appropriate areas and clicking on .
NOTE: If you do not know the University ID, select the lookup , and you will be able to enter a name. The First and Last name are required (see example below).
Click on the Return Value column.
The Effective Date section will appear. Effective Date is the date on which the termination takes effect; (for example; the first day the person is NOT working at IU). There are no "stop dates." The information is in effect until a new entry is made with a more current effective date.
Select and the Action Reason page follows.
Note: If an hourly employee is resigning under normal circumstances, use the reason, “End of Casual Employment” (ECE) rather than “Resignation” (RES). If it isn’t normal circumstances you may choose another action reason.
Do not use “Other” (OTH) unless you consult your campus HR representative.
Each Action Reason has an “Eligibility for Rehire” code so it is important to use the correct reason.
Click here to view Action Reasons in detail. This table includes the Eligibility for Rehire in addition to a description or Comment about the action reason. It also indicated the type of documentation that is needed for each code.
This is a review of the job that the employee is terminating from. There is nothing to enter on this page.
Select and the Job Data returns for your review.
Select and the Earnings page apprears.
Notes and Attachments - should be used for information related to processing of the eDoc. This field is helpful for approvers to prioritize activities, especially for those with large action lists. Notes and Attachments are available for viewing in the route log that is accessible during document search and on the action list. Due to the fact that route logs are available to all users through the document search, confidential information should not be entered in this field. Some examples of phrases that may appear in the notes and attachments:
- Please process immediately
Click on the appropriate action button.
SUBMIT = select when you have completed the e-Doc and are ready to automatically route the document where it will be approved and eventually saved to PeopleSoft.
SAVE = this action Saves to your Action List in order for you to retrieve it at a later time to complete it.
BLANKET APPROVE = an action used by an approver when they need to approve an e-Doc without submitting the document to the entire routing chain.
CLOSE = closes the document once the data entry is complete
CANCEL = cancels the entire e-Doc. It will be necessary to begin the e-Doc again from the initial data section.
Click on to send the eDoc to be approved and the following screen will appear. You will be notified that you have routed the eDoc successfully.