From a legal and administrative perspective, it is crucial that all separations are processed in a timely manner, and it is the responsibility of the supervisor to ensure that all aspects of a separation are addressed.
The tasks outlined on this resource page are critical for a variety of departmental and human resources processes. Delays in addressing offboarding tasks may negatively affect the separating employee and/or the university. Your responsibility to maintain confidentiality of personal, confidential and/or sensitive separation-related information begins at the time you are notified of the employee’s intention to separate and continues after the employee’s departure.
For sensitive situations, including all involuntary separations, OHR asks that you contact your assigned HR business partner regarding the separation prior to performing any offboarding-related tasks, including announcing the employee’s separation. In addition to this resource page, please review the Offboarding Checklist for Supervisors of Staff [pdf] for comprehensive details and responsibilities.
Starting the Separation Process
As soon as your employee has notified you of their separation, please request that the employee use Workday’s self-service tool (see Submit Resignation System Guide [pdf] for more information) to initiate their separation with the university. You can also work with your HR generalist to initiate this separation in Workday.
Please note that this process should always begin with the employee notifying their supervisor directly through conversation of their resignation. The Workday process should not replace conversations.
Once the process has been initiated in Workday, the supervisor will have to approve. Once this transaction is approved, the employee will receive notification, and they will receive a copy of the Offboarding Checklist for Employees [pdf] with several tasks to complete.
In addition to the Workday process, employees are required to put their notice of resignation in writing. Sample resignation templates [docx] are available for employees to utilize.
Supervisor ChecklistAfter the Workday process has been initiated, the supervisor should refer to the Offboarding Checklist for Supervisors of Staff [pdf] for a step-by-step guide on all tasks that must be completed related to their employee’s separation with the university. Some key highlights of the checklist include, but are not limited to:
- Share the link to the Offboarding Checklist for Staff [pdf] with separating employee
- Encourage the employee to participate in the exit survey and exit interview
- Manage the transition of duties process
- Confirm PTO balance is current and ensure the employee’s last day is not a PTO day.
- Work with HR generalist to deal with employee’s who may have a negative PTO balance.
- For hourly employees only, confirm time entries
- Consider the university’s intellectual property and begin the de-provisioning account process as necessary
- Process expense reimbursements/settlement of accounts
- Inform team/co-workers/departments/vendors
- Consider any university property that must be returned
The Offboarding process can be a stressful time. If needed, refer the separating employee to the EAP in the event they require any additional support. The university’s Employee Assistance Program (EAP), provided by Guidance Resources, can help with financial and legal support, emotional support/counseling, as well as other resources and support services that employees may need while separating from the university. The EAP is available to employees for thirty days following their separation date.
Additionally, your HR business partner and HR generalist are available to support you and the employee through this process. Please reach out to them anytime. To find your HR Team, please visit the HR Teams page.