Purpose

To assist supervisors in following a consistent process when an employee transfers to a new department, terminates employment (voluntarily or involuntarily) or retires. Also use this process when the position is being eliminated due to lack of funding. The supervisor is responsible for initiating the process and ensuring the items on the checklist have been completed.

When

Before the last day of employment in the current position.

Timeframe

Termination (vol/invol) & Retirement: Begin this process & notify HR Benefits as soon as you learn of a possible termination, retirement, or transfer. Complete the Exiting Employee Checklist sometime before the last day worked.

Transfer: Complete the Exiting Employee Checklist sometime before the last day worked in the current department.

Forms

Exiting Employee Checklist
Intent to Retire
Policy HR 118

Process Overview

Step 1.

Voluntary Termination: Obtain a letter of resignation if the employee is voluntarily terminating employment. HR 118 states that employees should provide a written notice of resignation at least two weeks prior to termination in order to leave the position in good standing. Continue to follow steps 2-4.

Involuntary Termination: Before firing an employee you must consult HR.

Layoff Due to Funding: A letter from the department stating the layoff. A letter from the employee is not necessary.

Retirement: Obtain a signed Intent to Retire from the employee. Continue to follow steps 2-4

Transfer: Skip down to the Exiting Employee Checklist. Steps 1-3 do not apply to transferring employees.

Step 2.

Forward the letter of resignation or Notice of Intent to Retire to HR Benefits. The employee should expend all personal days before the last day worked. HR may contact you and/or the employee to determine how many vacation and sick days will be accrued but not taken by the date of termination.

Step 3.

Inform any benefit-eligible, staff employees of the option of an exit interview with HR. If the employee chooses to have an exit interview please email or call HR Benefits to set up an appointment.

Employees may decline an exit interview but may have benefit or COBRA questions. Please advise the employee to contact HR Benefits.

Step 4.

Complete the Exiting Employee Checklist taking the action steps that are listed on the form. Once all steps are complete, obtain the Dean's, Director or Department Chair signature. Forward the original to HR. Keep a copy for your files.

The Next Step

Click here if you wish to view the procedures for filling a vacant staff position.