Employee Offboarding

Offboarding at UTA is a coordinated process designed to ensure a smooth and compliant transition when an employee leaves the university. Departments initiate the process through the eForm, while employees and supervisors work together to complete required tasks before the final day of employment. This process helps protect both the employee and the university, ensures final pay and benefits are handled correctly, and preserves institutional knowledge.
Visit UTShare
blue number 1

Employee Notifies Department

The employee communicates their resignation or retirement to their supervisor.
blue number 2

Department Submits eForm

The department initiates the Offboarding Task List through the eForm in UTShare.
blue number 3

Task List is Assigned

Required clearance tasks are automatically routed to the appropriate departments to collect assets or remove access.
blue number 4

Tasks Completed Before Final Day

Departments ensure all items, including equipment return, system access removal, and knowledge transfer are completed.
blue number 5

Offboarding Finalized

The employee’s separation is processed, and system access.

For Departments

Departments play a critical role in ensuring a smooth transition.

Responsibilities

  • Submit the Offboarding eForm
  • Coordinate equipment return
  • Ensure system access is updated
  • Complete all assigned checklist items

Knowledge Transfer
Departments are responsible for capturing critical institutional knowledge before an employee’s departure. This includes:

  • Assigning a successor or team member to take over responsibilities
  • Reviewing and archiving ongoing projects
  • Documenting key processes, contacts, and deadlines
  • Scheduling handoff meetings with the departing employee

Resources




For Employees

We want to make your transition as smooth as possible. Below are important steps and resources to review before your last day.

Knowledge Transfer
Employees play a key role in ensuring continuity by sharing institutional knowledge. Recommended steps include:

  • Preparing a transition document outlining ongoing projects, deadlines, and responsibilities
  • Providing access to key files, shared drives, and passwords (if required by your department)
  • Training colleagues or a successor on essential tasks 
  • Documenting frequently used procedures or contacts

Final Pay

  • Final paycheck will be processed according to payroll schedules
  • Eligible vacation hours will be paid out. This generally processes the first pay period following the paycheck for your last day worked.
  • Employees must physically work on their last day.

Important Offboarding Information

  • Benefits typically end at the end of the month of separation
  • COBRA continuation coverage is available through UT System Benefits. UTA employees do not have access to your benefits after termination, and you will receive a letter inviting you to purchase COBRA coverage if you are eligible.
  • Review retirement plan options if applicable

📌 Learn about COBRA Options
📌 Access your TRS Information



  • Access to UTA systems (email, Teams, VPN, MyMav, etc.) will be removed after your last day
  • Personal files should not be saved on UTA devices, but should there be any, be sure to remove and save those before departure

Before your last day, please return:

  • Laptops and equipment
  • Keys and Library Books
  • Any department-issued materials

Retiring?

Plan, invest, and retire with confidence. Learn about the retirement process on our retirement website.

Retirement
a line of people smiling with headsets on

Need Assistance?

Our team is here to help you navigate the offboarding process and connect you with the right resources.

Contact the HR Service Center