Termination/Separation Reasons

Note: If two or more reasons exist for the termination and one of them has a “No” for the rehire eligibility, always use the “No rehire eligibility” reason.

					Type of Documentation
Reason Code	Position Type	Reason	Eligibility for Rehire	Description or Comments	Part Time	Appointed	Turnover Dashboard
ATT	Part Time and Staff	Attendance	Conditional	Chronic unscheduled absences, tardiness and/or early departures. Use whether the employee voluntarily resigns or is involuntarily terminated.	E-Doc Note	Written Documentation	Involuntary
CAN	Academic, Staff and Part Time	Cancellation of Hire	Yes	Use when wrong IU ID, accidental duplicate hire, wrong edoc. Final approver only. (Initiators should use WID).	N/A	N/A	Exclude
CMX	Part Time and Staff	Gross Misconduct	No	Requires IUHR approval. Use for extremely serious situations and only when one of the more specific reasons for no-rehire eligibility does not cover the situation e.g., selling/distribution of narcotics, child pornography, felony charges. Provide documentation. Use whether the employee voluntarily resigns or is involuntarily terminated.	Written Documentation	Written Documentation	Involuntary
CON	Part Time and Staff	Misconduct	Conditional	Serious inappropriate behavior and when one of the more specific reasons does not cover the situation e.g., conflict of interest, insubordination, sleeping on the job or being under the influence on the job. Use whether the employee voluntarily resigns or is involuntarily terminated.	Written Documentation	Written Documentation	Involuntary
DEA	Academic, Part Time and Staff	Death	N/A	Effective date is the day following death.	N/A	N/A	Exclude
ECE	Part Time	End of Casual Employment or Semester. (Includes/replaces ESM)	Yes	Use for Part Time employees when employment has ended because it was a part time position, end of semester, or end of funding. Use whether the employee voluntarily resigns or is involuntarily terminated. Do not use for performance or attendance related problems or when another code is a better fit. Note: Can also be used to update HRMS to remove names of part time employees who have previously separated.	N/A	N/A	Voluntary
ELM	Staff	Elimination of Position	Yes	APPOINTED STAFF ONLY. Requires IUHR approval. Not to be used for Part Time employees. Use for the elimination of ONE position. Document and consult with IUHR prior to termination.	N/A	Written Documentation	Involuntary
EXA	Academic	Expiration of Appointment	Yes	Faculty only	N/A	N/A	Involuntary
FAL	Part Time and Staff	Falsification	No	Requires IUHR approval. Falsifying time cards, application for employment, reimbursements, ghost employment, etc. Use whether the employee voluntarily resigns or is involuntarily terminated.	Written Documentation	Written Documentation	Involuntary
FIN	Academic	Financial Exigency	N/A	Termination due to loss of funding	N/A	Written Documentation	Involuntary
IUI	Indianapolis re-alignment	Academic, Part Time and Staff	Yes	Requires IUHR approval. Code used for employees impacted by the transition of certain programs to Purdue from IU effective 7/1/2024. Receive 4-month COBRA premium subsidy (*Only applies to EE plans; not GA, Residents, or Fellows)	N/A	N/A	Involuntary
JOB	Part Time and Staff	Job Abandonment (Includes/replaces JBX)	Conditional	Employee leaves position with no explanation and no contact with the dept., i.e., stops coming to work and does not contact the dept. in any way. May include policy violation for 3-5 days no-call, no-show. Use whether the employee voluntarily resigns or is involuntarily terminated.	E-Doc Note	Written Documentation	Involuntary
LVE	Staff	Failure to return from LOA (Includes/replaces LVX)	Conditional	APPOINTED STAFF ONLY. Not to be used for Part Time employees. Rehire eligibility may depend upon circumstances for not returning and whether employee gave notice that they would not return. Use whether the employee voluntarily resigns or is involuntarily terminated. NOTE: A Return to Duties E-Doc with an effective date same as termination date must be initiated and approved prior to submitting the Termination E-Doc. NOTE: If a medical LOA a fitness for duty may be required.	N/A	E-Doc Note	Voluntary
MED	Academic, Part Time and Staff	Medical (Includes/replaces MDX)	Conditional	Rehire eligibility depends upon circumstances at time of termination and fitness for duty. Use whether the employee voluntarily resigns or is involuntarily terminated.	E-Doc Note	E-Doc Note	Involuntary
MI9	Academic, Part Time and Staff	Ineligible to work in the U.S.	Conditional	Failure to provide Form I-9 documentation verifying eligibility to work in the U.S. or determined to be ineligible to work in U.S. through the E-Verify process. Eligible for rehire if Form I-9 documentation obtained and/or E-Verify discrepancies resolved. Transaction Services (hredocs@iu.edu) approves edoc.	N/A	N/A	Involuntary
MIL	Academic, Part Time and Staff	Separate for Military Service	Yes	Voluntarily resigns in writing to enter or continue military service. Also use if employee does not return within required time after end of military service or total time on Military LOA exceeds 5 years. Consult with IUHR.	N/A	N/A	Voluntary
MJS	Academic, Part Time and Staff	Multiple job situation (Includes/replaces MJX)	Yes	Inappropriate job combination. Need to reduce hours. Too many jobs. Use whether the employee voluntarily resigns or is involuntarily separated from one of the multiple jobs.	N/A	N/A	Involuntary
MPR	Part Time and Staff	Misuse of university property	No	Requires IUHR approval. Taking or using university property or the property of students, employees or visitors without permission for personal gain or benefit, e.g., theft. Use if the employee is terminated or resigns at any time prior to the imposition of discipline.	Written Documentation	Written Documentation	Involuntary
NPV	NP	No Pay, Volunteer - Voluntary	Yes	Faculty only for IU; NOTE: IU Foundation uses this code as well.	N/A	N/A	Voluntary
OTH	Academic, Part Time and Staff	Other	Yes	Campus HR Office Use Only. Should rarely be used and only if termination reason does not fit another category. Use whether the employee voluntarily resigns or is involuntarily terminated.	E-Doc Note	E-Doc Note	Voluntary
PRB	Staff	Termination during evaluation period for new staff	Conditional	APPOINTED STAFF ONLY. Not to be used for Part Time employees. Use for new (to IU) staff only. Not a good fit, lack of skills, experience, work performance, attendance, behavior. Document and consult with IUHR prior to termination.	N/A	Written Documentation	Involuntary
PRP	Staff	Termination during evaluation period for a promoted or transferred staff	Conditional	APPOINTED STAFF ONLY. Not to be used for Part Time employees. Use in case of promoted or transferred employee, not a new employee to IU. Not a good fit, lack of skills, experience, work performance, attendance, behavior. Document and consult with IU HR prior to termination.	N/A	Written Documentation	Involuntary
REM	Academic, NP	Emeritus Retire	Yes	Faculty only	N/A	N/A	Retirement
RES	Academic, Part Time and Staff	Resignation with eligibility for rehire. (Includes/replaces SCH)	Yes	Voluntary resignation in good standing.	N/A	N/A	Voluntary and/or Involuntary
RIF	Staff	Reduction in force	Yes	APPOINTED STAFF ONLY. Requires IUHR approval. Not to be used for Part Time employees. Lack of funding, reorganization. Document and consult with IUHR prior to termination.	N/A	Written Documentation	Involuntary
RNF	Staff	RIF Resignation	Yes	APPOINTED STAFF ONLY. Requires IUHR approval. Not to be used for Part Time employees. Use when an employee is RIF'd, but resigns during the notice period. Consult with IUHR to determine if RIF or RNF should be used.	N/A	Written Documentation	Involuntary
RSC	Part Time and Staff	Resignation – Conditional (Includes/replaces RST)	Conditional	Rehire eligibility may depend upon employment factors such as not a good fit, lack of skills, experience, work performance, attendance, behavior or issues in the particular work setting which may not be a factor in other settings. Background check result after an employee has worked some hours. Resignation in lieu of termination. Use whether the employee voluntarily resigns or is involuntarily terminated.	E-Doc Note	Written Documentation	Voluntary
RSX	Academic, Part Time and Staff	Separation with no eligibility for rehire	No	Requires IUHR approval. Use when a no-rehire provision is part of a negotiated separation or settlement agreement or if HR determines that the circumstances warrant and support a no-rehire decision and directs that it occur. This could include situations when new information has been discovered or when an employee holding multiple jobs is separated for a no-rehire reason in one of the jobs and HR directs separation to occur in all jobs. Use if the employee resigns at any time prior to the imposition of the decision to terminate.	E-Doc Note	Written Documentation	Voluntary
RTC	Academic, Part Time and Staff	Retirement Conditional (Includes/replaces RTT)	Conditional	Campus HR Office Use Only. Rehire eligibility may depend upon prior employment history. Also use when employee permitted to retire in lieu of termination and documentation supporting termination exists.	E-Doc Note	Written Documentation	Retirement
RTD	Academic, Part Time and Staff	Retirement with eligibility for rehire	Yes	IU Retiree status.	NA	NA	Retirement
SXH	Part Time and Staff	Sexual Harassment	No	Requires IUHR approval. Violation of the Discrimination, Harassment, and Sexual Misconduct Policy (UA-03), resulting in termination. Use if the employee is terminated or resigns at any time prior to the imposition of discipline.	Written Documentation	Written Documentation	Involuntary
TFT	Part Time	Seasonal-End of Temporary Full-Time Assignment	Conditional	Use for a Part Time job that was approved with a seasonal exception to the work hour limits and requires a break in service after termination.	N/A	N/A	Involuntary
TPA	Academic	End of Temporary Appointment	Yes	Use for a Part Time job that was approved with a limited timeframe.	N/A	N/A	Voluntary
UNP	Part Time and Staff	Unsatisfactory Work Performance	Conditional	Failed to meet expectations of the position.	E-Doc Note	Written Documentation	Involuntary
WID	Part Time and Staff	Decline/Withdraw Offer	Conditional	Background check result or new information leads to the withdrawal of the employment offer before a persons start date or the applicant withdraws acceptance with less than two weeks before the start date without extenuating circumstances. Rehire eligibility may depend on reason for withdrawal. Use Falsification (FAL) if it is a better fit. Consult with IUHR to determine if WID or WIL is appropriate.	E-Doc Note	E-Doc Note	Voluntary
WIL	Part Time and Staff	Decline/Withdraw Offer	Yes	Applicant withdraws acceptance with advanced notice before start date (2+ weeks) or has extenuating circumstances to withdraw. Consult with IUHR to determine if WID or WIL is appropriate.	E-Doc Note	E-Doc Note	Voluntary
WPV	Part Time and Staff	Workplace Violence	No	Requires IUHR approval. Fighting, stalking or other violent or threatening behavior. Use if the employee is terminated or resigns at any time prior to the imposition of discipline.	Written Documentation	Written Documentation	Involuntary
XHR	Staff	Staff Term/Hire to Part Time	Yes	Terminate from an appointed staff position and hire to a Part Time position.	N/A	N/A	Voluntary
XNA	Part Time	Non Appointed Transfer	Yes	Transfer between two of the following classifications: From Work Study (WS) to a Regular Part Time (HR) or Student Part Time (HS) position only.	E-Doc Note	N/A	Voluntary
XST	Part Time	Part Time Term/Hire to Staff	Yes	Terminate from a Part Time with Retirement position and hire to an appointed staff position.	N/A	N/A	Voluntary

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