UT Human Resources : Exiting Process for Managers Losing Employee

Procedure

1. Dean/Director/Manager/Supervisor (or designee) works with the unit's Business Manager to:
   1. Obtain resignation in writing from the separating employee
   2. Send separation clearance contact e-mail (#Clearance Contacts) with a copy to the Business Manager.E-mail should include: employee's name, last five digits of the employee's social security number, MM/DD of birth, department number, account number, and last day of employment. (For a sample e-mail, click here) Individuals on the Clearance Contact list will:
      • Review department documents/files to determine if separating employee has 1) been issued University property that needs to be returned, and 2) any outstanding fines/fees due.
      • send return e-mail indicating: 1) University property to be returned, or 2) fines/fees due, or 3) individual is clear.
   3. Complete Removal PA and forward to Human Resources with original written resignation. Send copy to Business Manager.Human Resources will:
      1. Prepare and send letter accepting resignation to separating employee
      2. Calculate vacation payout and enter information on PA form
      3. Calculate sick leave payout (for retirees only) and enter information on PA form
      4. Send PA form to Payroll
      5. Schedule exit interview for the last day worked
      6. Advise Continuing Education and the Bursar's Office if employee, spouse, or dependents are taking a course at the time. Employee will be billed on a pro-rated basis for the remainder of any courses.
      7. Submit all outstanding Absence Report forms directly to HR (Classified, Classified Exempt, Unclassified, and UTPPA). Highlight the words "Absence Report" to flag for immediate attention.
      8. Download Separation Clearance Checklist from the HR web site
      9. Submit a request to remove the employee from IT account access. Account expiration procedures and the required form can be found at this link
2. Dean/Director/Manager/Supervisor notifies the separating employee of any fines/fees due and any property that needs to be returned prior to last day.
3. When appropriate, General Accounting reduced P-Card credit line to $1.

1. Supervisor collects all UT property and/or receives verification that fines/fees have been paid and completes the Separation Clearance Checklist. Items my include, but not be limited to
   1. Cell phone--business phone may be returned to department or to Rocket Telecom. If returned to department, advise Telecom when phone is reassigned
   2. Calling card--should be returned to Rocket Telecom
   3. Computer
   4. Pager
   5. Radio
   6. Laptop computer
   7. Laboratory equipment
   8. Desk/file cabinet keys
   9. Gas key--return to Fleet Services
   10. P-card
2. Supervisor gives the completed Separation Clearance List to employee, to be presented to Human Resources at the time of the exit interview.
3. The University Property/Services Description will provide you with answers regarding any questions the separating employee may have related to benefits or University property. For answers regarding final pay, click here.