Notification of all Employee Terminations

Aligned with the ongoing need to ensure compliance with UT system policy and IT system security best practices, notification of all employee terminations must be sent to Human Resources at least 24 hours prior to the employee’s last date worked in their University role. University audit procedures has identified an inconsistent compliance with proper termination notifications across campus, which could put the responsible work unit and the University at great risk. As previously recommended , all employee terminations must be immediately reported to Human Resources according to the process outlined below.

Per policy HR0160-Termination of Employment, “Termination from the University of Tennessee shall be officially documented in such a manner as to establish a clear record of action, both as a service to the terminating employee and to the university.” Employee termination categories include: Resignation, Discharge, Reduction in Force, Death, Non-Reappointment, Retirement, and Student Termination. In addition to completing the required ZPTERM000-Termination Request in IRIS for workflow approval of those separating from the University without continued employment in another campus work unit, a notification of all terminations should be sent to UTC Human Resources at terminations@utc.edu  with the subject line TERMINATION NOTIFICATION. Please include the following required details for each termination notification:

  • Employee Name,
  • Employee Personnel Number or UTC ID,
  • Termination Date (Last Date Worked),
  • Contact Information for Supervisor of Terminating Employee,
  • Name of Department,
  • Termination Category (as defined above in HR0160).

Human Resources will coordinate the termination notification to critical off-boarding units to ensure University debts are resolved, UTC Library property is returned, and access to University systems, software and programs is discontinued in a timely manner to protect the legal and fiscal interests of the University. This required notification process is necessary for all Regular or Temporary Faculty and Staff positions as well as Student employees of all types. The home department of terminating employees will be responsible for ensuring all departmental property is returned prior to the employee’s termination date (e.g., laptops, equipment, uniforms, keys, etc.).

The UTC Office of Human Resources, Division of Information Technology, Technology Advisory Council (TAC), UTC Library, and other critical off-boarding units will continue to collaborate towards implementing an official University procedure statement associated with the off-boarding termination notification process for full implementation in 2017. Please assist in this critical effort by ensuring that all terminating employees within your work unit are reported to HR as requested. You may direct any questions about this reporting process to Laure Pou, Executive Director of Human Resources.

Thank you,

Dr. Richard Brown
Executive Vice Chancellor of Finance and  Operations

 


Blue Ribbon Winners, 2017

Has a UTC employee gone the extra mile to help you?

You can show your appreciation by nominating that person for the Blue Ribbon Award. A committee appointed by the chancellor will select monthly an award winner who exhibits outstanding service to others. Nominations should be specific in identifying incidents or situations that show the nominee has served his/her customers with special distinction.

If you have a nominee to be considered at an upcoming meeting, please e-mail your nomination to Melanie Sadler (Melanie-Sadler@utc.edu), Human Resources Administrative Assistant, or mail to Dept. 3603.

All non-faculty staff (full or part-time) with at least one year’s regular service are eligible for the award. Any UTC faculty, staff, student, alumnus, or member of the community are invited to submit nominations.

Blue Ribbon Winners, 2017

January

Jerry “J.J.” Taylor, Building Trades Asst Superintendent, Facilities Planning & Management, demonstrates the true meaning of customer service.

“J.J.’s big smile and caring attitude made a large problem seem small,” said Melissa Hays, Director of Procurement & Contract Services.

When the Office of Procurement & Contract Services moved to a new location in October 2016, they encountered an electrical issue. Within twenty minutes, J.J. personally inspected the issue and put a team in place to trouble shoot. The problem was resolved within twenty four hours with minimal disruption to the office. Over the next week, J.J. personally followed up twice to make sure the problem was taken care of and that there were no further concerns.

February

Carrie Sherbesman, Director of New Student & Family Programs, goes out of her way to make sure that potential students visiting Campus have a wonderful experience. For Carrie, making UTC a beautiful place is just a part of her daily routine.

In Summer 2016, Carrie spearheaded the Stuff the Bus campaign, which asked new Mocs to donate school supplies for elementary students at Orientation. UTC raised approximately $10,000 worth of supplies during the event.

Carrie’s love of UTC is visible in her everyday actions. One day in particular, as she was greeting everyone with a smile and holding doors open for students in the UC, Carrie spotted a few pieces of trash. She went out of her way to pick them up and throw them away.

“She did not have to, was not expected to, and truthfully I never even noticed the trash,” said Tonia Martin, CRM Administrator, Banner Student Support Systems. “These little extra touches are what makes her one of the shining stars at UTC.”

March

Dr. Cheryl Murphy, Faculty Associate, Biology, Geology and Environmental Science, regularly goes above and beyond the call of her regular duties, particularly when she took the lead on the department’s partial move from Holt Hall to Davenport while Holt undergoes renovations.

Moving a science department is particularly complex. There were regulatory hurdles in moving chemicals, space restraints, specialized laboratory needs, and a tight schedule to ensure the new space was ready for summer and fall classes and research. Cheryl was the liaison between the department, Facilities staff, animal care and use staff, office movers, specialized chemical and equipment movers, and everyone else involved in the project.

“Without her help and dedication, the department would have encountered many difficulties that she helped mitigate,” said Dr Ethan Carver, UC Foundation Collins Associate Professor of Biology, Geology and Environmental Science and Assistant Dean of the Graduate School. “The department is really lucky to have such an outstanding person working within it.”

April

Michelle Walters, Administrative Specialist, Management, makes her job look easy even as she takes on additional work outside of her normal responsibilities.

When the Accounting Department lost their Administrative Assistant over the summer, Michelle stepped in to fill the gap in addition to the heavy workload she already handles. Despite being unfamiliar with the circumstances, when UTC accounting students out of town at a conference encountered a small emergency, Michelle was able to help solve the issue and ensure that the students did not suffer as a result.

“I know that whenever I cannot get a problem resolved on my own, I can turn to Michelle, and she can always help me find a solution,” said Dr. Joanie Sompayrac, Professor of Accounting.

May

Sandy Zitkus, Interim Registrar, and Rebecca Dragoo, Associate Registrar, don’t let a heavy workload keep them from having a “Students First” attitude.

Even though their office processes the registration of more than 11,000 students each school year, Sandy and Rebecca stay flexible and don’t hesitate to jump in to help.

After a mix-up with his employer, a nursing student needed to get back into his classes right before the semester started. Sandy and Rebecca didn’t hesitate to personally assist him. Dr. Jerald Ainsworth, UTC Provost, noticed Sandy and Rebecca’s hard work and readily nominated them for the Blue Ribbon Award.

Dr. Chris Smith, Director of the School of Nursing also had thanks for the two registrars.

“To have this resolved so quickly showed me that Sandy and Rebecca put aside everything else to get this student back in class. I am so grateful for their assistance in making what we thought would be a huge bump in the road just a small pot hole. I cannot thank them enough for what they do for all students at UTC,” she said.

June

Aaron Grisham, Associate Director of the University Center, always embodies positivity and customer service, even when under pressure.

Working in the University Center, Aaron regularly lends a hand in campus events. He sees challenges as opportunities to assist his fellow employees and support the University. He thoughtfully listens and readily offers creative solutions to problems.

When UTC hosted the University of Tennessee Board of Trustees meetings, Aaron worked hand-in-hand with the Chancellor’s Office to make sure everything went smoothly.

“Aaron is a huge asset to UTC and has helped me and others in my office countless times. Even when I ask him difficult questions that may require him to go above and beyond his normal job scope, he is always helpful, creative, and willing to pitch in extra work if necessary,” Laura Cagle, Director of University Events, said.

 


For Your Benefit newsletter – Spring 2017

For Your Benefit is a newsletter about the benefits you’re offered as a UT employee.

The spring, 2017 issue covers a variety of topics such as questions employees have about pay, campus-specific benefits and the 2017 President’s Award winners. Also included are reminders about the 2017 Partnership Promise, such as how to complete your biometric screening and how to participate in the new coaching system, if you are called. Read MORE…


Biometric Screening deadline

The deadline for completing the Biometric Screening as part of the Partnership Promise is July 15, 2017. You must also actively participate in disease management or case management coaching, if you are called. You must also keep your contact information current for you and a covered spouse with Healthways. Read MORE…


Important Reminder Regarding Time Recording & Reporting Requirements

Recording and Reporting Time
Pursuant to UT fiscal policy FI0930-Payroll, with the exception of nine-month faculty, employees are required to promptly report hours worked and/or leave used. This information must be recorded on formal leave reports – timesheets, timecards, time records in the Kronos timekeeping system or another appropriate form. If a time card machine is used, it must be placed in a location where it can be monitored for abuse. The following information must be recorded:

  • Non-exempt (hourly-paid) employees: Non-exempt employees must not complete the timesheet based on their planned work schedule. They should record the actual time worked and actual time absent.

According to policy HR0445- Overtime Compensation, any work by a non-exempt student or staff employee that exceeds 40 hours in a workweek is considered “overtime.” The university’s workweek begins at 12:00am Monday and concludes at 11:59pm Sunday. Supervisors may require employees to work overtime. An employee who wishes to work overtime voluntarily must first receive approval from an appropriate supervisor. No employee is authorized to work overtime without first receiving either instruction or approval from an appropriate supervisor.

When an eligible employee works overtime, the university will provide compensatory time in accordance with policy HR0445, or flex time within the same work week to eliminate overtime, unless campus procedure or department practice provides for the payment of monetary overtime compensation. Determining whether compensatory time, flex time, or overtime compensation will be provided is at the discretion of the employee’s immediate supervisor or administration.

  • Exempt (salaried) employees: Exempt employees should record the actual time absent. If an employee has no leave for the month, an attendance record should still be signed and approved.

Employees may not have a negative leave balance at any time and should not be allowed to record sick or annual leave if it has not been earned. If an employee does not have enough leave to cover an absence, it should be recorded as leave without pay.

Attendance and Leave Record Approvals
The employee must sign and date their attendance record at the end of each pay period (bi-weekly or monthly). The departmental approver must also approve and date this record at the end of each pay period. Electronic approvals are permissible. This approver should have knowledge of the actual time worked and absences taken by the employee. Time records should be maintained within the department for auditing purposes.

If you have any questions about the information provided above, please contact Laure Pou, Executive Director of Human Resources, at x5742 or Laure-Pou@utc.edu


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