6.21.1—Employee Separation/Transfer Procedure

Introduction

This following procedures outline the processes and documentation necessary when an employee resigns, retires, dies, transfers, or is otherwise separated from a department or the University as required by University Policy 6.21.

Process

VOLUNTARY SEPARATIONS

Resignation Process

1. Employees wishing to resign their employment from their current position or from the University must provide written notice to their supervisor stating their intention to resign. The notice should include the effective date of the resignation. Employees are expected to provide no less than two (2) weeks’ notice of resignation.
2. All full-time faculty are also required to complete the Intent to Separate Form.
3. Upon receipt of resignation, the supervisor or designee will complete an Electronic Personnel Action Form (EPAF) reflecting the resignation details, and attach the written notice to the EPAF submission.
4. Human Resources will then send the supervisor the Employee Separation/Transfer Checklist.
5. The supervisor will ensure that the Employee Separation/Transfer Checklist is completed prior to the employee’s last day of employment. They may delegate some of the tasks.
6. The supervisor or designee will upload the completed Termination Checklist to the termination EPAF (EPAFs remain available for additional attachments for 30 days following approval).

Retirement Supplemental Voluntary Program (RSVP)-eligible Retirement Process

1. Available retirement options include
   1. Monetary Retirement
   2. Phased Retirement Option
   3. Combined Monetary/Phased Retirement
2. Details about eligibility and application requirements can be found on HR's website.
3. Employees wishing to retire under the RSVP, per RSVP policy,must make an appointment with Benefit Services to review eligibility and be provided assistance with the application process.
4. Retiree benefits can be found on HR's Website.

Employee Transfer Process

If a University employee transfers to a new position in a different department, the following steps will be taken:

1. Employee notifies the current supervisor that they have accepted a new position outside of the department. NOTE: Current supervisor or designee need NOT create an EPAF to terminate the connection to the employee’s current position.
2. Human Resources will then send the supervisor the Employee Separation/Transfer Checklist.
3. The supervisor will ensure that the Employee Separation/Transfer Checklist is completed prior to the employee’s last day of employment in their former department.. They may delegate some of the tasks.
4. The supervisor or designee will send the completed Employee Separation/Transfer Checklist to Human Resources. Items to consider for employee transfers: • Compensatory time balances of hourly staff (See Policy 2.6017 regarding pay out of compensatory time) • Current contracts paid by the current department (i.e. cell phone, internet) • Mutually agreed upon Start Date (by current and future supervisor)

INVOLUNTARY SEPARATIONS

In any situation that may require involuntary separation of an employee, the Director of Human Resources should be contacted to initiate the process. .

Related Information

Employee Separation/Transfer Checklist

When an employee departs the University or transfers to a new department within the University, it is necessary to terminate connections established between the employee and a position to reduce the University’s exposure to data and security risk. The Employee Separation/Transfer Checklist will prompt departments in the revocation of data and facility access.

1. The Employee Separation/Transfer Checklist is sent directly to the employee’s supervisor from Human Resources after notice of departure is received.
2. The supervisor or designee completes the Employee Separation/Transfer Checklist prior to the employee’s last day of employment.
3. The supervisor or designee will upload the completed Employee Separation/Transfer Checklist to the employee EPAF (EPAFs remain available for attachment for 30 days), or send a hardcopy to Human Resources.

Forms and Instructions

In support of this procedure, the following forms/instructions are included:

Forms

• Employee Separation/Transfer Checklist
• Faculty Notification of Intent to Separate

Revisions