Human Resources

If the employee separation is due to a layoff or involuntary resignation, contact Employee and Labor Relations for further guidance.

Receive a written letter of resignation from your employee.

• Immediately notify relevant HR and management of the employee's departure.
• Communicate the departure to the team, minimizing rumors and ensuring a smooth transition.
• Send an offboarding notification to the employee, outlining the process and next steps.
• Update organizational charts, directories, and contact lists.

• Schedule time for the departing employee to share information and where possible, train their replacement.
  • Acknowledge and thank employee for their service
• Facilitate knowledge transfer to the successor or other team members.
• Document key processes, procedures, and institutional knowledge.
• Move files locally maintained to shared drive or other secured storage and assign permissions.

Additional Steps

• Ensure that the employee sets an out-of-office reply on phone and email with redirection instructions.
• If the employee is assigned access or approver/review roles within financial or other systems, work with them to identify proxy, contact system owner to update and remove access.

Collect all University property from employee, including:

• Keys
• Electronic key cards
• Phones
• Laptops
• Monitors
• Keyboards
• Mouse

Additional Steps

• Any University property, including documents and records that an employee has been allowed to take home should be returned prior to their last day of employment.
• If an employe has a University Corporate Card that should be returned they are required to return it to the appropriate supervisor or department.
• Initiate the process to deactivate or transfer accounts in systems like UCPath, EIS, and other relevant platforms.
• Ensure all physical and electronic access is revoked.
• Forward emails and shared drive access if needed.

• Schedule an offboarding meeting to discuss employee’s experience, reflection on the position, and thank them for their service to the department.
• Use the exit interview to gather feedback on the employee's experience and identify areas for improvement.
• Evaluate the overall offboarding process and identify areas for optimization.

• Process the employee's final paycheck and address any outstanding reimbursements.
  • Review and approve any pending time sheets for the separating employee.
  • Review when and how they will receive final pay
• Ensure all necessary documentation, including the resignation letter and separation forms, are completed and submitted to HR.
• Review and update the employee's personal information in UCPath for final pay and W-2 purposes.

Before the separating employees leave, their supervisor should:

• Advise employees of COBRA rights.
• Most employees are qualified to continue their current UC-sponsored health plans (medical, dental, vision) for up to 18 months by making a timely COBRA election.
• Under Federal law, the COBRA election period is sixty (60) days from the date of separation.
  • The COBRA administrator, CONEXIS, will automatically send a COBRA packet once a separation 'end' date has been entered in PPS.
• Vested employees should be referred to Human Resources for retirement options, if appropriate.

UC-paid coverage ends on the last day of the month for which premiums are deducted, e.g. separation 8/15/12, coverage ends 8/31/12.

• Immediately notify relevant HR and management of the employee's departure.
• Communicate the departure to the team, minimizing rumors and ensuring a smooth transition.
• Send an offboarding notification to the student employee, outlining the process and next steps.

• Schedule time for the departing student employee to share information and confirm completion of projects
• Acknowledge and thank student employee for their support..

Additional Steps

• Ensure that the employee sets an out-of-office reply on phone and email with redirection instructions.
• If the employee is assigned access or approver/review roles within financial or other systems, identify proxy, contact system owner to update and remove access.

Collect all University property from student employee, including:

• Keys
• Electronic key cards
• Phones
• Laptops
• Monitors
• Keyboards
• Mouse

Additional Steps

• Any University property, including documents and records that an employee has been allowed to take home should be returned prior to their last day of employment.
• Initiate the process to deactivate or transfer accounts in systems like UCPath, EIS, and other relevant platforms.
• Ensure all physical and electronic access is revoked.
• Forward emails and shared drive access if needed.

• Process the employee's final paycheck and address any outstanding reimbursements.
  • Review and approve any pending time sheets for the separating employee.
  • Review when and how they will receive final pay