Administrative/Business Procedure

Employee Exit Procedures

Overview: HR Specialist is responsible for scheduling and conducting the faculty/staff exit interview upon receipt of notice of the faculty/staff termination. HR Administrative Secretary maintains forms and prepares exit packets for terminating faculty/staff and provided forms and faculty/staff personnel folder to the HR Specialist. All departing faculty/staff should clear through HR.

Responsible Person / Seq. / Action / Comments
Employee / 1 / Submits letter of resignation to supervisor.
Employee / 1a / Retiring faculty/staff will request TRS retirement packets from TRS. ORP participants must contact their ORP vendors for retirement benefits.
Supervisor / 2 / Notify department head and HR of employee resignation/retirement. In case of termination, the supervisor would have worked with department head and obtain approval through the chain of command up through the President of the University. / Provides copy of letter of resignation, intent to retire, or termination documentation to HR. HR images documentation into the employee files check out drawer and/or retirement drawer.
HR Admin Sec / 3 / Provides Check out forms and faculty/staff personnel folder to HR Specialist. Forms provided: Employee Clearance Report, Final Check Release Form and Exit Procedures, HRIS reason codes, Exit Survey for employee voluntarily separating from the University other than retirement, Notice of Final Deposit for TRS members, TexFlex form to cancel TexFlex HealthCare and Dependent Care accounts, Catastrophic Sick Leave Pool Contribution Form, Insurance Multipurpose form to cancel insurance coverage.
HR Specialist/HR Director / 4 / Schedules HR exit interview with faculty/staff member.
HR Specialist/HR Director / 4a / Conducts exit interview with faculty/staff member. Employee received Employee Clearance report. Final Check Release Form and Exit Procedures is completed by HR Specialist with the help of the Payroll Assistant providing updated leave information and assistance from employee, employee supplies forwarding address information, desire for lump sum payment for leave benefits or to remain on payroll, and disposition of retirement funds. HR Specialist notifies employee of the date insurance benefits will terminate based on ending employment date and completes insurance multipurpose form and TexFlex Reimbursement Account Form indicating how employee plans on completing annual contribution to TexFlex. Employee completes HRIS reason codes form with any comments, and indicates on Exit Survey the desire to complete or not complete on line exit survey. Faculty/Staff member completes Notice of final Deposit and Request for Refund for TRS funds if employee is planning on withdrawing funds. HR Specialist will provide vesting/or non vesting letter to faculty/staff participating in Optional Retirement. Employee will complete Catastrophic Sick Leave Pool Contribution form if they desire to contribute sick leave to pool. / Employees transferring to another state agency will be provided with a prior state service verification form to transfer service, annual leave, sick leave, BRP information, and payroll information. Completed forms are imaged into the employee files and the appropriate drawer for each form.
Faculty/Staff member / 4b / Signs all exiting documentation. Faculty/Staff member carries Employee Clearance Report to their department head for clearance from department, University Police to hand in keys and faculty/staff I.D., Library to clear outstanding fines and hand in library books, Controller’s office to clear any debt such as travel to university, OIT to end email addresses, administrative systems login, phone long distance access and directory information, Rec Sports to terminate members, and back to HR. / Employee is responsible for completing online exit survey after HR Specialist provides internet address of survey, user login in information, and password.
HR Specialist/HR Director / 4c / Faculty/Staff retiring from the TRS the following steps must be taken: Faculty/staff identification number at TRS is Social Security or federal tax number, include this number on all correspondence with TRS.
Each member designates a beneficiary at the time of employment and again at retirement. The designation may be changed at any time.
A legible photocopy of a birth record for faculty/staff member and their designated beneficiary should be filed with TRS. Write retiring member’s Social Security number on the copy of each birth record.
To receive annual statement of account, newsletters, election ballots, information brochures, or other important communication. Report your change of address to your employer, who will submit it to TRS electronically.
If faculty/staff wish to purchase any eligible special service, this needs to be completed as soon as possible. The service is creditable only if it is purchased before retirement or death.
Employee must complete retirement forms provided by TRS concerning retirement and can be facilitate or assisted by HR Specialist or HR Director. / Employee must mail in all appropriate forms and documentation to TRS for retirement.
HR Specialist / 5 / All forms are imaged and linked to employee files and the appropriate drawer. Routes forms to appropriate HR Personnel for processing.
HR Admin Sec / 6 / HR Admin Sec, Payroll Assistant, Payroll Supervisor receive copies of the Final Check Release form and exit procedures (HR Admin Sec produces PAF from this document,
Payroll Assistant / 7 / Payroll Assistant makes address changes and routes final check as designated, Payroll Supervisors verifies end date and lump sum payment,
HR Specialist / 8 / HR Specialist uses Insurance Misc. Change to terminate insurance benefits in ERS Online and gives to Payroll Supervisor to terminate benefits in payroll system.
Payroll Assistant / 9 / Payroll Assistant creates payroll transactions to Catastrophic Sick Leave and make the donation to Sick Leave Pool,
Payroll Supervisor / 10 / HRIS reason code is routed to Payroll Supervisor the codes to be entered into appropriate HR Plus Screens,
Payroll Assistant / 11 / Notice of TRS Final Deposit is given to Payroll Assistant for completion of Form after HR Admin Sec notarizes the form.

Document Decisions: Is separation voluntary? Is separation retirement (TRS or ORP)? Will annual leave and sick leave transfer?

Document Business Process Improvements: Stream line/minimize exit lists used and integrate into terminating PAF form creation.

10/24/2018

010 Business Procedure