Separation of Employment and                                        UPPS No. 04.04.50

Interdepartmental Transfers                                               Issue No. 5

Effective Date: 10/14/2013

Review: June 1 E4Y



01.01  The primary purpose of this UPPS is to set forth university policy and procedures regarding check-out procedures for faculty, staff, and student employees who are separating from university employment or transferring to a position in another university department.

01.02  A second purpose is to ensure that all financial obligations are cleared, that all access privileges are appropriately revoked, and that university equipment and property are returned before a separating employee leaves the university. To leave in good standing, employees must return all university property and keys.

01.03  Employees who are retiring should refer to UPPS No. 04.04.52, Retirement Programs, Section 06. for additional steps relating to retirement and to the Retirement Process Guidelines located on the Human Resources website under Benefits/Information for Retirees.


02.01  Student Workers and Non-Student Non-Regular Staff Paid Semi-Monthly (Hourly)

            Department heads are responsible for ensuring all time worked is reported, university property is collected, and appropriate separation paperwork is completed. 

            A separation checklist for hourly employees is available on the Human Resources website under Separation Forms.

02.02  Faculty, Staff, and Graduate Students Paid Monthly (Salaried)

a.   All separating faculty, staff, and graduate students paid monthly will complete an Employee Separation Form and Separation Checklist.  Forms are available on the Human Resources website under Separation Forms.

b.   Department heads will begin the separation check-out process approximately two weeks prior to the employee's separation date, or as soon as possible, to ensure that separating employees have completed the required forms. Regarding "split appointees," if an employee holds more than one position, the department head of each position will initiate the forms.

c.   The department head will use e-mail to notify Payroll & Tax Compliance and Human Resources of an employee's separation date as soon as that information is available.

d.   The department head will ensure that the separating employee completes Section 2 of the Separation Checklist. The department head will then complete Sections 1 and 3 and sign the form before it is given to the employee to complete the clearance. The department head’s signature signifies that the clearance process is complete within the department.

e.   The department head will provide the separating employee with the Employee Separation Form to indicate their reason for leaving. The separating employee will submit the completed form to Human Resources which will be retained in their personnel file.

f.    The employee will clear these offices, in the following order:

1)   Department

2)   Human Resources

3)   Payroll and Tax Compliance

g.   After clearing the department, the separating employee will hand-carry the Separation Checklist Form and Employee Separation Form to Human Resources to initiate any needed actions on benefits including health insurance, retirement accounts and unused sick leave. In addition, Human Resources will determine if the employee has any "hold" actions in effect in various other university offices. Separating employees will be required to work with the office or offices that placed the "hold" action to have them removed. The employee may not complete final check-out until resolving all “hold” actions. If the employee has no “hold” actions and is cleared by Human Resources, the employee must hand-carry the checklist to Payroll & Tax Compliance as the final step in the check-out procedure.

h.   Payroll & Tax Compliance will send a copy of the completed Separation Checklist Form to SAP Security to discontinue access and the original to Human Resources for filing in the employee's personnel records.

i.    If an employee separates without completing the check-out process, the department head will complete the paperwork to the best of his or her ability.


03.01  If an employee does not terminate employment from the university, but transfers from one department to another, the former department head must ensure all time is reported, university property is collected, and appropriate offices are notified to discontinue access to certain systems.

            A checklist is available on the Human Resources website under Separation Forms.


04.01   Reviewers of this UPPS include the following:

Position                                                         Date

Assistant Vice President for                       June 1 E4Y

Human Resources


Director, Payroll &Tax Compliance           June 1 E4Y


Chair, Faculty Senate                                 June 1 E4Y

Chair, Staff Council                                    June 1 E4Y


This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

Assistant Vice President for Human Resources; senior reviewer of this UPPS


Vice President for Finance and Support Services