Faculty, Staff, and Graduate Student Check-out                                                                                       UPPS No. 04.04.50

Procedures--Separation of Employment                                                                                                   Issue No. 3

                                                                                                                                                                        Effective Date: 10/19/2005

                                                                                                                                                                        Review: June 1 E4Y

                                                                                                                                                                        Attachment I, II

01.       POLICY STATEMENTS

01.01  The primary purpose of this UPPS is to set forth University policy and procedures regarding check-out procedures for separating faculty, staff, and graduate students paid monthly.

01.02  A second purpose is to ensure that all financial obligations to the University are cleared and that university equipment and property are returned before a separating employee leaves the University.

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 at  http://www.humanresources.txstate.edu/docs/Retiree%20Information/Retirement%20Process%20Guidelines.pdf .

02.       PROCEDURE FOR CHECK-OUT

02.01  An Employee Separation Form (see Attachment I) and the Separation Checklist (see Attachment II) will be completed on ALL separating faculty, staff, and graduate students paid monthly.

02.02  Account managers will initiate the separation check-out process and see that the appropriate persons have completed the required forms.  The initiation date should be approximately two weeks prior to the employee's separation date or as soon as possible. Regarding "split appointees," if an employee holds more than one position the account manager of each position will initiate the forms.

02.03  The account manager will use e-mail to notify Payroll and Human Resources of an employee's separation date as soon as that information is available.

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

02.05  The account manager will ensure that the separating employee completes the "Employee's Statement" section of the Employee Separation Form. The account manager will then complete all remaining sections of the form before attaching it to the employee's Separation Checklist.  Human Resources will collect the Separation Form when the separating employee clears Human Resources during check-out.

02.06  The offices which must be cleared, in order of clearance, include:

a.   Department

 

b.   Human Resources

 

c.   Payroll Office

02.07  After clearing the department, the separating employee will hand-carry the Separation Checklist Form and Employee Separation Form to Human Resources.  Human Resources will inform the employee regarding actions that need to be taken on health benefits, retirement accounts and unused sick leave. In addition, Human Resources will use electronic means to see 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 the "hold" removed.  Final check-out cannot be accomplished until all "hold" actions have been removed. If the employee has no "hold" actions and is cleared by Human Resources, the employee must hand-carry the Checklist to the Payroll Office as the final step in the check-out procedure.

02.08  Payroll will send a copy of the completed Separation Checklist Form to SAP security to discontinue access.  The original will be returned to Human Resources and filed in the employee's personnel records.

02.09  If an employee separates without completing the check-out process, the account manager will complete the paperwork to the best of his or her ability.

03.       REVIEWERS OF THIS UPPS

03.01    Reviewers of this UPPS include the following:

Position                                                                      Date

Director, Human Resources                                    June 1 E4Y

Assistant Director, Accounting (Payroll)                 June 1 E4Y

Chair, Faculty Senate                                               June 1 E4Y

Chair, Staff Council                                                   June 1 E4Y

04.       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