Termination Codes

	Type of Documentation
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 Temporary employees when employment has ended because it was a temporary 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 Hourly/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 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 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 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 Temporary	Yes	Terminate from an appointed staff position and hire to an Temporary position.	N/A	N/A
XNA	Non Appointed Transfer	Yes	Transfer between two of the following classifications: Regular Temporary (HR), Student Temporary (HS), Temporary with Retirement (HP), and Work Study (WS).	E-Doc Note	N/A
XST	Temporary Term/Hire to Staff	Yes	Terminate from a non-Temporary with Retirement position and hire to an appointed staff position.	N/A	N/A

Type of Documentation

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

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

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

DEA

Death

N/A

Effective date is the day following death.

N/A

ECE

End of Casual Employment or Semester. (Includes/replaces ESM & TPA)

Yes

Use for Temporary employees when employment has ended because it was a temporary 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 Hourly/Temporary employees who have previously separated.

N/A

EXA

Expiration of Appointment

Yes

Faculty only

N/A

FAL

Falsification

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

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 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

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

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

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

MPR

Misuse of university property

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

NPV

No Pay, Volunteer - Voluntary

Yes

Faculty only

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

PRB

Termination during evaluation period for new or promoted employee

Conditional

APPOINTED STAFF ONLY. Not to be used for 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

RES

Resignation with eligibility for rehire. (Includes/replaces SCH)

Yes

Voluntary resignation in good standing.

N/A

RIF

Reduction in force

Yes

APPOINTED STAFF ONLY. Not to be used for Temporary employees. Lack of funding, reorganization.

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

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.

SXH

Sexual Harassment

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

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

WPV

Workplace Violence

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

XHR

Staff Term/Hire to Temporary

Yes

Terminate from an appointed staff position and hire to an Temporary position.

N/A

XNA

Non Appointed Transfer

Yes

Transfer between two of the following classifications: Regular Temporary (HR), Student Temporary (HS), Temporary with Retirement (HP), and Work Study (WS).

E-Doc Note

N/A

XST

Temporary Term/Hire to Staff

Yes

Terminate from a non-Temporary with Retirement position and hire to an appointed staff position.

N/A