Separation
of Employment and UPPS
No. 04.04.50
Interdepartmental
Transfers Issue No. 4
Effective
Date: 12/18/2009
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
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 Miscellaneous Forms.
02.02 Faculty, Staff, and Graduate Students Paid
Monthly
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 Miscellaneous 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 insure 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 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 ensure that the
separating employee completes the "Employee's Statement" section of
the Employee Separation Form. The department head will then complete all
remaining sections of the form before attaching it to the employee's Separation
Checklist.
f. The employee will clear these offices, in
the following order:
1) Department
2) Human Resources
3) Office of 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 as the final step in the check-out procedure.
h. Payroll 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. PROCEDURE FOR CHECK-OUT UPON TRANSFER TO
ANOTHER DEPARTMENT
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 Miscellaneous Forms.
04. REVIEWERS OF THIS UPPS
04.01
Reviewers
of this UPPS include the following:
Position Date
Director,
Human Resources June
1 E4Y
Director,
Office of Payroll and Tax June
1 E4Y
Compliance
Chair,
Faculty Senate June
1 E4Y
Chair,
Staff Council June
1 E4Y
05. CERTIFICATION
STATEMENT
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.
Director
of Human Resources; senior reviewer of this UPPS
Vice
President for Finance and Support Services
President