Revision Date: 15 January 2015
Errors or changes to: firstname.lastname@example.org
The Employee Separation and Clearance procedure is designed to assure that all departing employees of the university are separated from employment properly and any university property, keys and any outstanding debts owed to the University are cleared prior to the employee's departure. In addition, departing employees are encouraged to participate in a confidential exit interview process.
The employee Separation must be completed in the UTShare System for all employees, regardless of type, when they leave the university, have a break in service, or transfer to another department on campus.
The appointment will need to be terminated in UTShare, even if it has previously expired.
The Employee Clearance Form must be completed and submitted to Human Resources for all employees; student employees are included even if they do not have items to clear. Should an employee depart without completing the Employee Clearance procedure, the university may choose to take all appropriate steps required to ensure the return of all university property and/or the collection of any debts owed to the university at the time of the employee's departure.
Account and Business Services
Departments receiving the email with attachment must process in accordance with information designated on the clearance form, immediately or on the close of business on the date of separation. Refer to paragraph 3 for departments' responsibilities.
All separating University employees should complete the Exit Interview process. Information about this program is available online at http://www.uta.edu/hr/employee-relations/exit-interview-program/exit-program.php. The employee can complete this process online at https://webapps.uta.edu/hr-exit-interview/hrEiq/introduction.
The email notification of a transfer/separation will serve as the original Employee Clearance form and all departments, with the exception of the Key Control Office, Parking Office and Central Library, listed in paragraph 2c(4) will process the form upon receipt and in accordance with the clearance form information. If the "Urgent Processing Required" checkbox is checked, all accesses and passwords must be canceled upon receipt. Otherwise, all accesses and passwords will be canceled on the close of business on the last day worked.
The employing department must complete and submit Employee Clearance (Form 3-16) and forward/route the following documents to the Office of Human Resources prior to the transfer/termination/LOA:
Personnel Action Form (PAF), Vacation/Sick Leave Voucher, and/or Overtime Voucher, if employee is terminating or deceased.
The terminating/transferring employee, after completing the employing department clearance, shall take the Employee Clearance Form to the Key Control Office, Parking Office and the Central Library (Circulation Desk). When all items have been cleared and proper signatures have been obtained, the Clearance form must be provided without delay to the employing department for final signature. Prompt delivery of the form will ensure timely payments and refunds without interruption in benefits, if applicable. The employee must retrieve important files from his/her computer prior to the end of the last work day. After the termination day, accounts and files will no longer be accessible. The terminating employee will be billed for UTA property that is not promptly returned.