Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PERSONNEL
60.74
Revised 2-12

Employee Departure Procedures

PDF link

OVERVIEW

When an employee resigns, retires, dies, or is otherwise separated from employment at the University, the employing department is responsible for ensuring that all applicable personnel, payroll, computing, financial, facility, property, and safety-related procedures are completed.

In order to facilitate this process, departments are to document the completion of required items, either by using the Departure Checklist included with this section or a departmental checkout document. The Departure Checklist includes items which are to be completed prior to or immediately after the departure of an individual from department or University employment.

This list is not all inclusive and a department may have additional requirements. The department attaches notation of the completion of any additional departure requirement to the Departure Checklist or includes the information on a departmental checkout document.

Responsibility

The employee's supervisor is responsible for completing and/or reviewing each of the applicable departure items. In some departments, the department's personnel officer is responsible for completing the personnel/payroll departure items, e.g., personnel actions, Time or Leave Reports. (See below.)

Form Completion and Approval

To ensure that all departure procedures are completed, the supervisor enters the date each item is completed on the Departure Checklist. Obtain copies of the checklist by printing the PDF master on 60.74.7-8.

The supervisor, and the departing employee, when applicable, sign the completed Departure Checklist.

Retention

The department retains the completed checklist in the department's employee file. See 90.01 for retention requirements.

CHECKLIST ITEMS

Items to be completed by the department or the employee at the employee's departure are listed below by category. NOTE: Depending on the employee's responsibilities, only some of these items may be applicable.

Leaving the Department

If the employee is leaving the department, but remaining a University employee, the department completes only the items indicated in Part A. See below.

Leaving the University

If the employee is leaving the University, the department completes the items indicated in Part A and also completes the items indicated in Part B. See below.

Principal Investigator Leaving

If the employee leaving the University is a principal investigator (PI), the department completes the items indicated in Part A, and Part B (see below), and Part C (see below). A principal investigator is defined as the senior member of a research team, i.e., the individual with primary responsibility for the design and conduct of a research study.

Part A

The department completes the items in Part A if the employee is leaving the department, but remaining a University employee.

Personnel/Payroll

Financial

Approval Authority

Information Services

NOTE: If the employee is leaving the University, remove the employee's name from active telephone listings in ITS and the department.

AIS Applications

If the employee is transferring to another department within the University, the department must submit AIS Access Requests to remove authorizations for the employee to use AIS applications associated with the department's accounts. The department indicates in Comments on the request form that the employee is transferring to another department. See 85.33.

NOTE: Within 24 hours of the employee's separation from the University and upon verification from HRS, ITS automatically removes authorizations to all AIS mainframe computer applications to which the employee has access.

RONet Applications

An employee leaving the University should close his or her Registrar's Office Network (RONet) account by:

If the employee is transferring to another department where RONet is needed, the employee should access his or her RONet account and deselect any applications which are no longer needed.

Alternatively, the department may provide notification to the Registrar's Office of the employee's separation from the department or University by sending an e-mail to:

rotech@lists.wsu.edu

Registrar's Office Actions

Upon notification from the employee or department of the employee's separation from the University, the Registrar's Office:

Records Management

Facilities/Property

Safety

Part B

If the employee is leaving the University, the department completes the items indicated in Part B below, as well as the items in Part A. (If the employee is a principal investigator, the department also completes Part C. See below.)

Personnel/Payroll

Financial

Information Services

Facilities/Property

Contact Information

http://zzusis.wsu.edu/

See also 90.70.

Part C

If the employee leaving the University is a principal investigator (PI), the department completes the items indicated in Part C below, as well as the items in Part A and Part B.

Sponsored Projects

Facilities/Property

Safety

Intellectual Property

Research

See the PDF form:
60.74.7-8: Departure Checklist
Complete and/or print as needed.