These instructions are specific to the Work Study Program ONLY.
Most Commonly Asked Questions:
What? An Advice of Separation is a form that details an employee’s last day of work under the Work Study Program. Once a student completes the hours, or leaves the Work Study position, the supervisor MUST complete an Advice of Separation.
When? An Advice of Separation MUST be completed as soon as the employee’s last working day is known. Payroll/HRIS is looking for the actual last day worked, not the last day of the Work Study Program. Please do not use the last day of the program unless the student really is working that day.
Why? By law, the University must issue a Record of Employment to all individuals who leave it's employment. Without this record, the individual cannot apply for employment insurance benefits. The Payroll Section issues the Record only when this Advice of Separation is received. In addition, if the Work Study Program is ever audited, Student Awards and Financial Aid is required to prove the proper termination of positions. An unsuccessful audit would result in the cancellation of the Work Study Program.
Who? Any supervisor who has hired a student for a Work Study position must complete an Advice of Separation for that student when the student completes the hours or leaves the position. Another staff member in the department may complete the form, but the supervisor and/or department head must sign it. Ultimately the supervisor who hired the student who must ensure the Advice of Separation is completed.
Where? Advice of Separation forms are available from Payroll/HRIS. Once an Advice of Separation form is completed for the Work Study Program, it should be sent to Student Awards and Financial Aid – not Human Resources. SAFA will then forward the forms to Payroll/HRIS once we have processed our part.
How? You can download the Advice of Separation Form from the Payroll/HRIS website. The link is available under HRIS Banner Forms. Here is the link.
The following are tips on how to fill out each field on the Advice of Separation form:
Employee’s Full Name – please ensure this is the same name that has been submitted on the Payroll timesheets. Also please make sure that you spell both the first and last name correctly.
Position Number – this can be filled out with the Work Study Position Number (e.g. for Social Work it would be WS-SOCW-01) or Work Study or an X
Department – Full name of the department is helpful
Occupation – Work Study or the Work Study position title (e.g. Research Assistant)
Employee Number – Is the same as the Student #
Last Day Worked – this is the real last day worked, not the last day of the Work Study Program. . Please do not put down the last day of the program unless the student really is working that day.
Reason for Separation – the code for students in the Work Study Program is almost always (A) unless there have been extremely unusual circumstances. Please do not put (K) unless there are extenuating circumstances.
Last Day Paid – this does not apply to students in the Work Study Program so please leave blank.
Forwarding Address – Payroll does not require this information but departments may wish to consult with the student about where to forward paycheques once the student is finished the position. Payroll will continue to send the cheques to the department who hired the student even after the last day worked.
Entitlements taken calendar year to date - the Work Study Program does not have vacation days or sick leave so please leave these boxes blank or write in Not Applicable.
Date – this is the date the Advice of Separation is signed by the Department Head and/or Supervisor
Department Head Signature – this should be the same department head that ranked and approved the Work Study proposals at the beginning of the year.
Copies – Please keep a copy for your records. The original should be sent to Student Awards and Financial Aid (SAFA). SAFA will process the form and forward the appropriate copies to Payroll/HRIS.