Concluding an Appointment 

Appointments may end as planned, or they may need to be terminated before the date specified in the employment contract and on the PAF.

In some cases, BC's ESA requires a notice of termination to the individual, and the university may need to initiate final documentation.

 

A few things to note

If employment is ending on its intended end date (not early), SFU is required to send a "Notification of Appointment End" letter to the employee, regardless of whether the individual will be appointed again in the future.

The Supervisor is responsible for conducting the Separation Checklist to collect keys, equipment etc. regard of the reason or timing of the contract end.

 

When an RA resigns

Employees can provide notice at any time (2 weeks’ notice is preferred) by providing their intent to resign and the effective date in writing.

Submit the written resignation along with the revised PAF as soon as possible to allow time to process and avoid an overpayment.

BC's ESA requires Salaried employees be paid out for any vacation earned but not taken:

  • If the employee has not yet taken their earned vacation time at the end of their appointment, a payout equal to the amount of vacation time owing (earned but not taken) will be added to their last pay.
  • This payout is an expense to the grant.
  • The Supervisor is responsible for tracking vacation time taken and noting it when the appointment concludes.
  • Use this calculator to find the amount owing to the employee.

In this case the Supervisor may choose to provide notice of an earlier date and pay the amount that would have been earned between the employee’s stated date and the university’s date.

 

Ending an appointment early

A PAF will need to be completed with:

  •   last day of work for the individual
  •   reason for ending
  •   information about amounts to be paid out (how much and to cover what duration)
  •   signature at the end of the form to confirm the appointment end and authorize any payouts against the grant

Supervisor conducts the usual Separation Checklist to collect keys, equipment, etc.

BC's ESA requires the Supervisor provide working notice or pay the amount equal to the notice period.

BC's ESA also requires Salaried employees be paid out for any vacation earned but not taken:

Salaried employees will need to be paid out for any vacation earned but not taken.

  • If the employee has not yet taken their earned vacation time at the end of their contract (when the employment relationship ends), a payout equal to the amount of vacation time owing (earned but not taken) will be added to their last pay.
  • This payout is an expense to the grant.
  • The Supervisor is responsible for tracking vacation time taken and noting it when concluding the appointment.
  • Use this calculator to find the amount owing to the employee.

Hourly employees are paid a minimum of 4% in lieu of vacation time, and therefore are not entitled to a vacation payout at appointment end. 

Process for submitting a PAF to end an appointment early:

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