PERSONNEL
60.74
New 2-08
PDF link
OVERVIEW
When an individual resigns, retires, or is separated from the University (including by death), the employing department is responsible for ensuring that all applicable personnel, payroll, computing, financial, facility, property, and safety-related procedures are completed.
In order to facilitate this process, departments are to document the completion of required items, either by using the Departure Checklist included with this section or a departmental checkout document. The Departure Checklist includes items which are to be completed prior to or immediately after the departure of an individual from department or University employment.
This list is not all inclusive and a department may have additional requirements. The department attaches notation of the completion of any additional departure requirement to the Departure Checklist or includes the information on a departmental checkout document.
Responsibility
The employee's supervisor is responsible for completing and/or reviewing each of the applicable departure items. In some departments, the department's personnel officer is responsible for completing the personnel/payroll departure items, e.g., Personnel Action forms, Time or Leave Reports. (See below.)
Form Completion and Approval
To ensure that all departure procedures are completed, the supervisor enters the date each item is completed on the Departure Checklist. Obtain copies of the checklist by printing the PDF master on 60.74.5.
The supervisor, and the departing employee, when applicable, sign the completed Departure Checklist.
Retention
The department retains the completed checklist in the department's employee file. See 90.01 for retention requirements.
CHECKLIST ITEMS
Items to be completed by the department or the employee at the employee's departure are listed below by category. NOTE: Depending on the employee's responsibilities, only some of these items may be applicable.
Part A
If the employee is leaving the department, but remaining a University employee, the department completes only the items indicated in Part A.
If the employee is leaving the University, the department completes the items indicated in Part A and also completes the items indicated in Part B. See below.
Financial
- Remove the employee's name from University department bank accounts. See 30.65.
- Cancel the employee's departmental purchasing card. See 70.08.
- Obtain and reconcile any cash advances issued to the employee. See 40.21.
- Remove the employee's name from any till or petty cash fund. See 30.50 and 30.51.
- Remove the employee's toll call authorization and obtain any calling cards. See 85.41.
Approval Authority
Information Services
- Update departmental personal computer passwords, including passwords to allow remote desktop access.
- Update passwords for departmental network and systems access.
- Update any associated websites.
- Update the active telephone listings in Information Technology Services (ITS), the department, and in Employee Workplace (WRKPLACE) within the mainframe HEPPS AIS application. See 85.33 for more information about accessing HEPPS and AIS.
NOTE: If the employee is leaving the University, remove the employee's name from active telephone listings in ITS and the department.
AIS Applications
If the employee is transferring to another department within the University, the department must submit AIS Access Requests to remove authorizations for the employee to use AIS applications associated with the department's accounts. See 85.33.
NOTE: Within 24 hours of the employee's separation from the University and upon verification from HRS, ITS automatically removes authorizations to all AIS mainframe computer applications to which the employee has access.
Facilities/Property
- Obtain all keys and key cards to offices and buildings which were issued to the employee.
- Obtain all University equipment, e.g., tools, computer equipment, portable electronic devices, reference materials, software, which were issued to the employee.
- Ensure that office, laboratory, and locker spaces are left clean and all of the employee's personal items are removed.
- Obtain all research data, including research log books.
Safety
- Complete and route a Departure Notice if employee worked with radiation machines, radioactive materials, hazardous chemicals, Drug Enforcement Administration (DEA) controlled substances, and/or biohazardous materials. See 60.38.
- Receive a termination bioassay if the employee used radioactive materials or radiation machines. See SPPM S90.70.
- Obtain the radiation monitoring badge if the employee used radioactive materials or radiation machines. See SPPM S90.65.
- Receive final surveillance documentation if the employee worked with chemical carcinogens. See S80.76.
If the employee is leaving the University, the department completes the items indicated in Part B below, as well as the items in Part A.
Personnel/Payroll
- Send the employee to Human Resource Services to receive counseling regarding benefits and retirement income.
- Have employee contact vendor agencies, e.g., credit union, Parking Services, to stop any automatic payroll deductions. Deductions which are not stopped prior to termination are withheld from the employee's remaining paycheck. See 55.49.
Financial
- Obtain the employee's University travel charge card. See 95.03.
Information Services
Facilities/Property
- Obtain the employee's parking permit and garage access card, if applicable.
Contact Information
- Have employee update mailing address file by selecting the myProfile link on the myWSU website at:
See also 90.70.
- Obtain a forwarding address and personal e-mail address for the employee.
See the PDF form:
60.74.5: Departure Checklist
Complete and/or print as needed.