Leaving the University - Voluntary Termination Checklist

It is important that voluntary terminations actions are processed in a timely manner to comply with laws that require the University to inform employees of their benefits upon termination within a defined period and to prevent overpayment of wages, salaries, and benefits to employees who have left the University. When supervisors are notified of an employee intent to leave the University's employ, they must:

• Prepare a Change In Status (CIS) form noting "termination" as the action requested
  • Include number of accrued annual leave days to be paid or number of annual leave days used but not accrued
  • Provide a copy of the last month's leave record
  • Provide a pay record for hours worked that have not been paid
• Attach resignation/retirement letter or other documentation provided by the employee noting his or her intention to end employment
• Direct the employee to contact Employee and Labor Relations to participate an exit interview and Benefits Administration to discuss their benefits upon termination
• Collect GWorld card, keys, procurement/credit cards, cell phones, laptops, uniforms, other W equipment and supplies on the last workday
• Forward CIS and supporting documentation to Budget Office on or before the effective date of the termination
• Contact ISS to disable the employee's computer access (EAS, BANNER, etc.) and long distance access
• Make arrangements for the employee to remove personal items from his or her workspace either at the time of termination or after work hours or on the weekend
• If the departing employee had access to any group accounts within the department, change the password to those accounts
• Check future pay/labor reports to ensure that employee's pay has ceased