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Termination

Postdoctoral Scholars

Termination refers to the various ways that a Postdoc's employment relationship with the University can end. Managers/PIs are accountable to ensure employees are terminated in a timely manner to minimize any financial or reputational risks. When possible the online termination form should be submitted at least four business days before the last day worked.

For step by step instructions on how to complete a Termination form see the .

Commitment to Timely Terminations

Submitting a termination request promptly is a key managerial responsibility. Delaying this straightforward process can lead to negative consequences for the University. Things such as overpayments and unauthorized access to information can easily be avoided by submitting employee terminations in a timely manner. Managers can also request support with terminations from an Administrator with the HR Forms Initiator role to ensure they are completed promptly.

For more information on the importance of Timely Terminations see the learning module .

Types of Termination

A resignation is a voluntary termination and is initiated when a Postdoc submits a resignation letter to their Project Holder. If the resignation is at the Postdocs discretion, it is voluntary and a Job Termination Request form should be submitted as part of the termination process, even if the resignation coincides with the expected end-date of the Postdoc contract. Please ensure that the resignation letter or email clearly states the last day of work.

Managers are accountable to ensure employees are terminated in a timely manner. To minimize any financial or reputational risks, the must be submitted at least four business days prior to the last day worked. 

Also refer the Postdoc to the Offboarding checklist.

When a contract approaches its expected end-date and will not be extended beyond that date the termination is automatically processed effective that date. No online termination form is required for this type of termination.

A postdoc Offboarding checklist is available for employees. 

When a postdoc appointment is being terminated prior to its expected end-date due to funding or performance issues it is considered involuntary and must be processed via a manual termination process. Project Owners are expected to contact their HR Services team for support with involuntary terminations.

Record of Employment

Payroll issues ROEs to Service Canada when there is an interruption of earnings (e.g., unpaid leave, layoff, appointment end, termination, retirement). Service Canada uses ROEs to determine eligibility for Employment Insurance (EI).

  • Submission: ROEs are submitted electronically to Service Canada automatically. You do not need to request one unless your employment status is non-standard (e.g., casual, sessional, CNC, retirement or if you're taking an early leave such as maternity or parental leave). Please note that ROE dates may be adjusted if your leave begins earlier than expected—for example, due to an early birth.
  • Access: Log in to your My Service Canada Account and select “View my records of employment.â€
  • Timing: ROEs are issued within five calendar days after your final pay date (not the last day worked). Refer to the UÀóÖ¦ÊÓƵ Payroll Calendar for details.
  • Support: For assistance, contact UService at hr@ucalgary.ca.