Manage departure

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Termination: Employee end dates casual or student or term

Recording employee end dates in Human Resources Management System when the employee is a casual or term or student.

Referece: Common Human Resources Business Process 6.01

Manager

Early Termination

Should you decide to terminate an acting appointment before the employee’s appointment end date or early end of assignment:

  • Advise staffing advisor 30 days in advance to avoid delays in processing the request and to ensure ample time for the information to be sent the Pay Centre

Non-renewal of term

Provide the prescribed notice to the employee that their term employment will not be renewed.

Human resources

  • Enter the initial employee record in the Human Resources Management System
  • Modify the end date when notified by the manager in Human Resources Management System

Note: For extensions please refer to “change in employment”.

Pay Centre

  • Determine if benefits have to be un-enroll
  • Send benefits letter and other applicable forms as required (Bargaining agent identification: Notice of change form TBS 340-51, compensation advisor interim procedures form PWGSC 2386)
  • Cash out leave where applicable

End of a term assignment

Note:  The Record of Employment is automatically initiated in Phoenix.

Create or amend in exceptional circumstances.

Record of Employment

Note:  The Record of Employment is automatically initiated in Phoenix.

Create or amend the Record of Employment in exceptional circumstances.

Termination: Death in service

Death in service is a type of termination. Because of the priority and sensitive nature of this transaction, it is treated as urgent.

Termination: Death in service Employee

The employee’s spouse, next-of-kin or legal representative provides the manager with the date of death, which may include a death certificate.

Termination: Death in service Manager

  • Follow the procedures for termination provided by the Pay Centre
  • Follow all departmental procedures upon termination, including advising finance of the termination
  • Provide the departure documents to the trusted source for authentication of the delegated authority signature and then submits the departure documents including the date of death (and death certificate, if available) as soon as possible by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed
  • Can provide the death notice to the Pension Centre or refer the employee’s spouse, next-of-kin, or legal representative to contact the Pension Centre

Termination: Death in service The delegated authority

  • Ensure all leave is up to date and approved in Human Resources Management System
  • Contact the Pay Centre to inform of any changes in leave or outstanding leave balances
  • Adjust time and labor entries in manager self-service if the employee passed away while on paid leave (example: vacation)
  • Identify any departmental payments due from the employee (example: outstanding advances, recover of value of unreturned government assets etcetera.)
  • Confirm return of government assets, inventory and other government items

Termination: Death in service Finance

For the departure forms that include asset management (Pay Centre does not require confirmation of asset control by departments):

  • Inform the Pay Centre of the amount of any outstanding debts owed to the Crown by encrypted email, fax or mail to the pay center: Mail facility, including a pay action request form PSPC 446-5E duly completed. Refer to Recovery of overpayment for further details
  • Ensure non-pay amounts due to the employee or due from the employee are paid or recovered prior to departure or final payment

If the Pay Centre and/or the Pension Centre have been unsuccessful at recovering monies owed:

  • Pursue the employee’s estate for repayment

Termination: Death in service Trusted source

Ensure that signatures on paper requests transmitted from a departments to Pay Centre are authenticated, example:

  • The section 34 signature is authenticated for all requests affecting financial results and/or manager’s budget before it is sent to the Public Service Pay Centre
  • The human resources delegated signature is authenticated for all requests being submitted by departments (excluding direct from employees)

Termination: Death in service Pay Centre

  • Advise the manager of the process and procedures for termination
  • Check the trusted source list for all reasons for termination
  • Contact the spouse, next-of-kin or legal representative to obtain death certificate (if not previously provided)
  • Refer the spouse, next-of-kin or legal representative to the Pension Centre for information on pension benefits, if this has not already been done by departmental manager
  • Ensure that leave balances are updated in Human Resources Management System
  • Enter the termination date and reason for termination in Human Resources Management System that will flow through integration to Phoenix (once the account has been finalized)
  • Finalize the account to process the last pay for the employee is generated and will ensure all entitlements or benefits (example: Public Service Superannuation Act contributions) are unenrolled or stopped as required
  • Identify any salary overpayments due from the employee
  • Provide the termination compensation standard benefits letter to the employee’s spouse, next-of-kin or legal representative and discuss the last pay entitlement or benefits and pay out options
  • Submit the notification of death form PWGSC 2014 and the termination or retirement information form PWGSC 2386 to the Pension Centre with all required documentation

If finance provides information on debts owed to the Crown:

  • Set up the recovery (See recovery of overpayment for further details)

Termination: Death in service Record of Employment

Note:  The Record of Employment is automatically initiated in Phoenix.

  • Create or amend the Record of Employment in exceptional circumstances
  • Create the Statement of Remuneration (T4) immediately and provide to employee’s spouse, next-of-kin or legal representative

Termination: Death in service Pension Centre

Upon receipt of the notification of death form PWGSC 2014 and the Termination or retirement information form PWGSC 2386 and all required documents:

  • Determine eligible survivors
  • Pay benefits to eligible survivors, including determining if a 5 year guarantee is payable to the estate
  • Pay the Supplementary death benefit
Termination (excludes death in service, severance, transfer out and end of term)

Termination includes the termination of employment from the public sector. This could include the following types:

  • Abandonment of position
  • Discharge for misconduct (suspension)
  • Medical retirement
  • Release for incompetence or incapacity
  • Rejection on probation
  • Resignation
  • Retirement

Termination Employee

  • Provide a letter of departure (source document from employee can be either paper based or email), including the date and the reason to manager (voluntary departure only)
  • Advise the Pension Centre they are leaving the public service (in order to receive retirement benefits, if any)
  • Complete departmental departure form (or equivalent) and provide the original to their manager (voluntary departure)

Termination Manager

The delegated authority:

  • Create and sign acceptance letter or other letter for departure, which can be either paper based or email (voluntary departure only)
  • Provide signed acceptance of departure and employee’s departure letter including date and reason and the departmental departure form (or equivalent if non-voluntary termination) to the trusted source for authentication of the delegated authority  signature and then submitting the documents to the following:
    • Finance department
    • The Pay Centre: Mail facility by encrypted email, fax or mail, including a pay action request form PSPC 446-5E duly completed
  • Ensure all leave is up to date and approved in Human Resources Management System
  • Contact the Pay Centre to inform of any changes in leave or outstanding leave balances
  • Identify any departmental payments due from the employee (example: outstanding advances, recover of value of unreturned government assets etc.)
  • Confirm return of government assets, inventory and other government items
  • Contact human resources to follow departmental processes and procedures

Termination Human resources

Advise the manager of the departmental process and procedures for termination.

Termination Finance

The departure forms that include asset management (Pay Centre does not require confirmation of asset control by departments):

  • Inform the Pay Centre of the amount of any outstanding debts owed to the Crown by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed.  See overpayment and recovery for further details
  • Ensure any amounts due to the employee or due from the employee are paid or covered prior to departure or final payment

If the Pay Centre and/or the Government of Canada Pension Centre have been unsuccessful at recovering monies owed:

  • Pursue the employee for repayment

Termination Trusted source

Upon receipt of signed departure letter:

  • Ensure that signatures on paper requests transmitted from a departments to Pay Centre are authenticated, example:
    • The section 34 signature is authenticated for all requests affecting financial results and/or manager’s budget before it is sent to the Public Service Pay Centre
    • The human resources delegated signature is authenticated for all requests being submitted by departments (excluding direct from employees)

Termination Pay Centre

  • Check the trusted source list for all reasons for termination
  • Ensure all required documentation is provided with the termination
  • Ensure that leave balances are updated in Human Resources Management System
  • Enter the termination date and reason for termination in Human Resources Management System that will flow through integration to Phoenix (once the account has been finalized)
  • Finalize the account to ensure the last pay for the employee is generated
  • Ensure all entitlements or benefits are unenrolled or stopped as required
  • Provide the employee with the Termination compensation standard benefits letter which includes information on all entitlements and benefits
  • Send the PWGSC 2386 to the Pension Centre where applicable
  • Send severance options where applicable

Termination Record of Employment

Note:  The Record of Employment is automatically initiated in Phoenix.

Create or amend the Record of Employment in exceptional circumstances (period prior to Phoenix)

Termination Pension Centre

Upon receipt of the PWGSC 2386:

  • Counsel the employee on benefit options
  • Send the employee a retirement package
  • Process the employee’s option for benefit as per the Public Service Superannuation Act
  • Send notification indicating the employee received a return of contribution or when a former contributor is rehire as a non-contributor to the pay center process to stop enrollment
Transfer out from integration organization serviced by the
Pay Centre

A Transfer out represents a permanent move of an employee from one organization to another and is processed by the organization from which the employee is leaving (current).

This row presents the responsibilities for the integration organization serviced by the Pay Centre when transferring an employee out of the organization.

Under Review

Transfer out from integration organization Employee

  • Accept the letter of offer from the new organization (the transfer in organization)
  • Provide a letter of departure (source document from employee can be either paper based or email), including the date and the reason to the manager in the current organization (the transfer out organization)
  • Provide the letter of offer from the new organization to the manager in the current organization
  • Complete their departmental departure form (or equivalent) and provide the original to their manager

Transfer out from integration organization Department using My Government of Canada Human Resources

Ensure all leave and extra duty pay are entered through employee self-service in My Government of Canada Human Resources

Transfer out from integration organization Department using Government of Canada Human Resources Management System

  • Ensure all leave are entered through employee self-service in Government of Canada Human Resources Management System
  • Ensure all extra duty pay are entered through employee self-service in Phoenix

Transfer out from integration organization Manager

The delegated authority:

  • Create and sign the acceptance letter or other letter of departure, which can be either paper based or email
  • Provide signed acceptance of departure and employee’s departure letter including date and reason to the trusted source for authentication of the delegated authority signature and then submitting to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed.
  • Provide the departmental departure form to the following:
    • Finance department
    • Human resources department
  • Identify any departmental payments due from the employee (example: outstanding advances, recover of value of unreturned government assets, etcetera) and to confirm return of government assets, inventory and other government items
  • Ensure all leave and extra duty pay are entered through manager self-service
  • Contact human resources to follow departmental processes and procedures

Transfer out from integration organization Human resources

  • Advise the manager of the departmental process and procedures for termination or transfer out
  • Complete any outstanding actions unrelated to the departure in the human resources system (example: all acting assignments have been entered)

Transfer out from integration organization Finance

Finance may be responsible for departure forms that include asset management (Pay Centre does not require confirmation of asset control by departments).

  • Ensure non-pay amounts due to the employee or due from the employee are paid or covered prior to departure or final payment
  • Inform the Pay Centre of the amount of any outstanding debts owed to the Crown that were not recovered prior to departure or final payment by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed. See overpayment and recovery for further details.

Transfer out from integration organization Pay Centre

  • Check the trusted source list for all reasons for termination
  • Ensure all required documentation is with the transfer out
  • Ensure that Leave balances are updated in Human Resources Management System
  • Complete all pay related transactions and finalize the account in Phoenix
  • Identify any salary overpayments due from the employee
  • Enter the termination date and reason for termination in Human Resources Management System that will flow through integration to Phoenix (once the account has been finalized)

If Finance provides information on debts owed to the Crown:

  • Set up the recovery, see recovery of overpayment for further details
  • Communicate with the new organization and advise that the transfer in is ready for processing
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