Termination/Separation Reasons
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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

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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Updated: 27 June 2013
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