Terminating Staff

Terminations - The Basics

1. If a staff is voluntarily resigning, please ask for a letter of resignation from the staff.  Send that letter to HR and complete HR Action to Terminate - being sure to mark rehire eligibility, the reason for leaving, and last day worked.  If the staff is benefit-eligible, it is important that HR receives this information quickly to handle benefits.

2. If you are considering involuntarily terminating a staff, here are some things to consider:

  A.  Has the staff member been made aware of performance issues?  If not, consider coaching your staff member, and keeping notes on the coaching discussion and outcomes.

  B. Have they received any past corrective actions?  If not, you should issue a corrective action for any performance/conduct/attendance issues (granted, situations differ, but if there is no serious violation, corrective action or coaching would come before termination).  Be sure to send all Corrective Actions to correctiveactionstickets@ymcacolumbus.org for review and approval before delivering; and also send any signed Corrective Actions to correctiveactionstickets@ymcacolumbus.org and any documentation for staff files.

3. Do NOT simply "remove" someone from the schedule as a way of dealing with performance issues.  If there is nothing in writing and no official termination, the Y is left open to paying unemployment to that staff member if they were to file.   If there is an issue in which you feel you need to remove someone from the schedule, then they should be written up with corrective action steps to be followed.  There can never be too much documentation on performance issues.  We should have termination information on every employee who is no longer working for us - "being taken off the schedule" or "auto terming" does not count as termination, so please remember to complete documentation for every staff leaving the Y.

For assistance with a performance issue/corrective action/termination - please always remember to email correctiveactionstickets@ymcacolumbus.org or call HR if you have any questions or concerns.

Here is a sample YMCA Employee Separation Checklist from the YUSA.  While things on that list need to be done by multiple departments, it might help you realize what all needs to be done when terminating.

- Complete HR Action to Terminate in Kronos (UKG) (with resignation letter or Corrective Action). The Effective Date is the last day worked.

- Employee database updated (HR in UKG, you anything at location level)

- YMCA Membership database update (UKG-generated report goes to Membership at Metro)

- Notify benefit providers (Katrina Hacker)

- Notify IT to remove systems (email, Daxco, etc)  - (you, UKG-generated report goes to IT)

- Calculate vacation balance to pay out (HR & Payroll)

- Processes final timesheet/paycheck (Payroll)

- Verify credit card balances (Accounting)

- Processes outstanding expense reports (Accounting/Supervisor)

- Prepare and send COBRA letter (Katrina Hacker)

- Schedule exit interview (System-generated email goes to a former employee with a link to complete when the term is processed, or they can schedule with the HR Director)

Then remember to collect all property (keys, credit cards, computer, etc. & clean out locker)

So many people play a role in terminating staff, especially benefit-eligible staff. That is why it is so important to submit HR Actions to Term in a timely manner.

Be sure to Terminate staff in UKG