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Departmental Employee Separation Process

This list is to be used as a comprehensive guideline for successfully separating employees from The University of Texas at Arlington. It is intended to provide you with resources, links and points of contact to complete this important process.

Please note that not all items listed will apply to the separating employee.

Step 1

For employees separating or retiring from the university, departments must complete the applicable UTAFlow Form.   It is important that the employee separation process is followed to prevent overpayments and ensure system access is updated accordingly.

After completion and approval of the appropriate form, Human Resources will enter the termination or retirement in UTShare.

Please do NOT include any confidential details of the separation on the UTAFlow forms.  These forms only need information to separate the employee.  Any specific details of the employee’s situation should not be included in this form.  If a department requires specific details they may contact the separating department or Human Resources.

Additional information and training guides are available on the Business Affairs Training and Development webpage.

If there are any questions about completing this step not covered in the information, please contact your HR Business Partner for assistance at 817-272-5554.

Step 2

A Clearance form will need to be completed. It is located on the web at: HR-E-F5 Employee Clearance Form

o   You will be prompted to log in with your net ID and password.

o   Please follow the instructions on the form for assistance with completing this form.

o   This form is not normally needed for Student Assistants and Workstudy employees unless they have things to clear. If the employee has nothing to clear, please indicate that on the clearance form in the notes section.

o   The department must print out the completed Clearance form after it is submitted as a notification email to Human Resources and other various departments from which employees must clear university items. The printed form will be signed by the applicable offices, returned to the department, and submitted to Human Resources.

Step 3

If eligible, a Vacation Voucher, Form 1-6 Department Vacation/Holiday Payroll Voucher will need to be completed and submitted to Human Resources.

o   This form is needed only if there are vacation hours left at the time of separation and the employee has been continuously employed for a period of six months in a vacation accruing position.

o   Note: If the employee is directly transferring to another state agency, the hours will not be paid out. The sick and vacation hours will be transferred to the state agency by Human Resources and this form will not need to be completed.

Step 4

All separating University employees should complete the Exit Interview process. Information about this program is available online at The employee can complete this process online at

  • If the employee has retirement and/or insurance benefits through The University of Texas at Arlington, and wants to learn what happens to those benefits when they separate, information is available online here. Questions regarding benefits options should be directed to Benefits Services at or call 817-272-5558 to speak with a Benefits Services representative. 
  • If there are any questions on how to complete the Separation process that were not addressed on this page, please contact