Termination/Separation Reasons
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Type of Documentation |
|||||
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Reason Code |
Reason |
Eligibility for Rehire |
Description or Comments |
Temporary |
Appointed, Non-probationary |
ATT |
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 |
CMX |
Gross Misconduct |
No |
Requires HR 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., substance abuse, pornography, felony charges. Provide documentation. Use if the employee is terminated or resigns at any time prior to the imposition of discipline. |
Written Documentation |
Written Documentation |
CON |
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. Use whether the employee voluntarily resigns or is involuntarily terminated. |
Written Documentation |
Written Documentation |
DEA |
Death |
N/A |
Effective date is the day following death. |
N/A |
N/A |
ECE |
End of Casual Employment or Semester. (Includes/replaces ESM & TPA) |
Yes |
Use for Part-Time (Temporary) 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. Can also be used to update HRMS to remove names of Part-Time (Temporary) employees who have previously separated. |
N/A |
N/A |
EXA |
Expiration of Appointment |
Yes |
Faculty only |
N/A |
N/A |
FAL |
Falsification |
No |
Falsifying time cards, application for employment, reimbursements, ghost employment, etc. Use if the employee is terminated or resigns at any time prior to the imposition of discipline. |
Written Documentation |
Written Documentation |
JOB |
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 |
LVE |
Failure to return from LOA (Includes/replaces LVX) | Conditional |
APPOINTED STAFF ONLY. Not to be used for Part-Time (Temporary) employees. Rehire eligibility may depend upon circumstances for not returning and whether employee gave notice that s/he 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. | N/A |
E-Doc Note |
MED |
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 |
MI9 |
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. | N/A |
N/A |
MIL |
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 HR. | N/A |
N/A |
MJS |
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 |
MPR |
Misuse of university property | No |
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 |
NPV |
No Pay, Volunteer - Voluntary | Yes |
Faculty only | N/A |
N/A |
OTH |
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 |
PRB |
Termination during evaluation period for new or promoted employee | Conditional |
APPOINTED STAFF ONLY. Not to be used for Part-Time (Temporary) employees. Not a good fit, lack of skills, experience, work performance, attendance, behavior. Use in case of a promoted employee if HR policy provides for a probationary period for promotions; document and consult with Human Resources. | N/A |
E-Doc Note |
REM |
Emeritus Retire | Yes |
Faculty only | N/A |
N/A |
RES |
Resignation with eligibility for rehire. (Includes/replaces SCH) | Yes |
Voluntary resignation in good standing. | N/A |
N/A |
RIF |
Reduction in force | Yes |
APPOINTED STAFF ONLY. Not to be used for Part-Time (Temporary) employees. Lack of funding, reorganization. | N/A |
N/A |
RSC |
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. Employee may be permitted to resign in lieu of termination. Documentation exists. Use whether the employee voluntarily resigns or is involuntarily terminated. | E-Doc Note |
Written Documentation |
RSX |
Separation with no eligibility for rehire | No |
Requires HR 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 |
RTC |
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 |
RTD |
Retirement with eligibility for rehire | Yes |
IU Retiree status. | NA |
NA |
SXH |
Sexual Harassment | No |
Violation of the Sexual Harassment Policy, resulting in termination. Use if the employee is terminated or resigns at any time prior to the imposition of discipline. | Written Documentation |
Written Documentation |
UNP |
Unsatisfactory Work Performance | Conditional |
Failed to meet expectations of the position. | E-Doc Note |
Written Documentation |
WID |
Withdraw offer/employee declines offer. (Includes/replaces: CAN & CNX) (Note: CAN does exist for academic positions.) |
Conditional |
Background check result or new information leads to the withdrawal of the employment offer before person starts or the applicant withdraws acceptance. Rehire eligibility may depend on reason for withdrawal. Use Falsification (FAL) if it is a better fit. | E-Doc Note |
E-Doc Note |
WPV |
Workplace Violence | No |
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 |
XHR |
Staff Term/Hire to Part-Time | Yes |
Terminate from an appointed staff position and hire to an Part-Time position. | N/A |
N/A |
XNA |
Non Appointed Transfer | Yes |
Transfer between two of the following classifications: Regular Part-Time (HR), Student Part-Time (HS), Part-Time with Retirement (HP), and Work Study (WS). | E-Doc Note |
N/A |
XST |
Part-Time Term/Hire to Staff | Yes |
Terminate from a non-Part-Time with Retirement position and hire to an appointed staff position. | N/A |
N/A |
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.
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