GUIDE DO NOT USE for official checklist!!!

Transcription

1 Offbarding Checklist GUIDE / CHEAT SHEET Emplyee Checklist upn Transfer/Separatin T be cmpleted by the supervisr/manager and the emplyee GUIDE DO NOT USE fr fficial checklist!!! (Please see Emplyee Tlkit r Manager Tlkit fr link t fficial Offbarding Checklist) Part I: Emplyee s Respnsibilities Upn Ntice f Departure Date: Dne N/A Submit resignatin letter t the manager/supervisr Emplyee (include last day) Obtain letter frm manager/supervisr accepting emplyee resignatin Manager Emplyee Obtain Knwledge Transfer Template frm supervisr *This is nt mandatry unless Manager requests it check with Manager Cntact University Human Resurces Service Center r Advancement HR t set up appintment if yu have questins regarding any f the fllwing: Cntinuatin f health cverage under COBRA Cnversin r cntinuatin f life insurance Distributin f retirement cntributins Paid Time Remaining (Rbyn can prvide this infrmatin) Leave Balances (Rbyn can prvide this infrmatin) Retirement accunts including accunt Emplyment verificatin prcess fr future reference Tw Weeks in advance f Departure Date: Dne N/A Settle any cash advances, petty cash accunts, pending reimbursements, parking r library fines, r any ther unsettled accunts Emplyee If in a supervisry rle, insure that budgetary recrds, HR reviews (evaluatins, crrespndence, etc.), letters r s cntaining resurce cmmitments and unit strategic plans are labeled and rganized in hard cpy files fr the supervisry successr Emplyee Cnsult with department Lcal Supprt Partner (LSP) and Infrmatin Security, Plicy, and Recrds (ISPRO) fr retentin and/r dispsitin f , hme directry files, websites, and any ther electrnic materials DESKTOPSUPPORT@VIRGINIA.EDU *Please cntact DESKTOPSUPPORT@VIRGINIA.EDU as sn as pssible (at least tw weeks befre departure). Cmplete the Knwledge Transfer Template Emplyee (if yur supervisr has requested it t be filled ut) Within Last Few Days f Departure Date: 1

2 Dne N/A Remve all persnal items frm ffices r lckers Emplyee Return ALL keys, ID badge(s), University credit cards r travel cards, and parking permit/parking garage smart tag (t Parking and /Transprtatin) Emplyees transferring within the University shuld retain their ID cards. The departments which emplyees transfer ut f/ int are respnsible fr remving/ assigning ID card building access as applicable fr their lcatins Emplyee returns relevant items t Manager. Emplyee needs t return parking pass t Parking and Transprtatin. Return ikey t yur department LSP r ITS (Carruthers), return any University items such as prtable cmputer (t DESKTOPSUPPORT@VIRGINIA.EDU) cell phne/pager/pda/lng distance calling card/cpy card (t manager) apprpriate ffice, and cnsult with LSP t delete all remaining electrnic files cntaining University data r University licensed sftware frm yur persnally wned cmputers, handheld devices, and electrnic media. Cmplete Cnflict f Interest Statement if applicable If yu cmplete an annual Cnflict f Interest (COI), smene will cntact yu at the end f the year t have yu cmplete ne this is nt dne at time f separatin. If a freign natinal, set up an appintment with Cmpliance and Immigratin Services t discuss imprtance f maintaining status Emplyee UHR (Cmpliance and Immigratin Services) Prvide UHR with new address s that U.S. Mail can be frwarded Emplyee - This can be dne in Emplyee Self Service (SSTL) After Departure: Dne N/A Ntify the UHR Payrll ffice nline f any change f address during the year s that a W-2 tax statement can be sent in January Emplyee Signatures: Emplyee Name Signature Date Supervisr/Manager Name Signature Date 2

3 Part II: Department Respnsibilities - Part II is the respnsibility f the manager t fill ut and ensure all items are marked Dne r N/A. The infrmatin belw in red may be helpful in cmpleting the items. At First Ntice f Departure: Dne N/A Obtain a resignatin letter frm the emplyee Manager (prvide Advancement HR a cpy) Prvide emplyee a written acceptance f the resignatin Manager Emplyee (prvide Advancement HR a cpy) Give emplyee the Offbarding Checklist Manager Emplyee (als n Manager Tlkit under Separating Emplyees sectin) Give emplyee the Knwledge Transfer Template Manager Emplyee (*Please nte, this is NOT mandatry s Manager decides if he/she wants emplyee t fill ut) (als n Manager Tlkit under Separating Emplyees) Recmmend that the emplyee meet with U.Va. HR Benefits ffice OR Advancement HR if necessary Enter emplyee terminatin date in University Integrated System and enter apprpriate reasn cde Advancement HR (Kelley) prcesses the terminatin in Oracle (unless the persn is mving t a different UVa department (then the ther department wuld prcess). If it is a temp emplyee, then Temp Services prcesses the terminatin. Prcess any nn-reimbursed travel expenses thrugh the department prir t terminatin date Manager and/r persn wh handles travel reimbursements Cnfirm that the emplyee des nt we reimbursement f a signing bnus r mving and relcatin reimbursement Manager (this wuld be relevant if it is within the first 12 mnths f emplyment) Cnfirm that the emplyee has nt used mre University Leave than has been accrued, and infrm the emplyee if payment is required. Manager and emplyee can cnfirm in SSTL. On last day: Dne N/A Obtain the Offbarding Checklist frm Emplyee (verify it is cmplete and signed by emplyee) Manager (*Please nte, emplyee signs and dates Part I, Manager signs and dates Part I and Part II). Cnfirm with the emplyee that University-wed equipment, including UVa Identity Tken (t ITS (DESKTOPSUPPORT@VIRGINIA.EDU), cmputers (DESKTOPSUPPORT@VIRGINIA.EDU), mbile devices (Manager OR ITS (DESKTOPSUPPORT@VIRGINIA.EDU), pagers (Manager), lng distance calling (Mary) and/r cpy cards (Manager), has been returned t yur department LSP r ITS. Return FAC card and any blue Newcmb garage passes t Mary. Cnfirm with the emplyee that all electrnic files cntaining University data frm persnally wned cmputers, mbile devices, clud strage, and strage media (e.g. flash drives, etc.) have been migrated and deleted. ManagerEmplyee and/r DESKTOPSUPPORT@VIRGINIA.EDU. Cnfirm with the emplyee that all University licensed sftware n persnally wned cmputers and mbile devices has been uninstalled. Manager Emplyee ITS (DESKTOPSUPPORT@VIRGINIA.EDU) Cnfirm with emplyee that all paper dcuments cntaining University data have been returned t the department Manager 3

4 Cnfirm that department has access and passwrds fr any electrnic files being left at U.Va. Manager as apprpriate Cntact department webmaster t ensure references t emplyee are remved frm web cntent Manager Obtain emplyee s keys and ID badge(s) Manager (ID card is sent back t ID Office (PO Bx P.O. Bx ), swipe card returned t Mary Obtain University prtable cmputer/cell phne/pager/lng distance calling card/cpy Manager Destry emplyee s University credit card (Purchasing card) and cmplete the Purchasing card change frm nline. Manager Verify return f Parking Permits and Service Parking Passes Emplyee returns t P&T directly (in persn r P.O. Bx ). This must be returned timely r the emplyee will be billed. Verify remval f persnal items frm ffices r lckers Manager Verify return f tls, safety equipment, and unifrms Manager Verify return f any ther University prperty Manager Cnfirm departure with Department Manager make sure the peple wh need t knw emplyee is separating cnsider an t department and/r develpment cmmunity After emplyee's last day: Dne N/A Cancel all lcally prvisined user access via the lcal department supprt partner (LSP), including access t shared drives. Manager DESKTOPSUPPORT@VIRGINIA.EDU Advance = Abby Clear/change all passwrds including AIS, Vic Manager and/r Emplyee, and PC statin Manager DESKTOPSUPPORT@VIRGINIA.EDU Verify that a terminatin date has been entered in Oracle which will end access t HR/Finance, Student Infrmatin System (SIS), Dcument Imaging System (ImageNw), Lead@, Jbs@, and SharePint Advancement Human Resurces (Kelley). Internal UVa transfers are handled by ther department. If it is a temp emplyee, then Temp Services prcesses the terminatin. Remve frm recurring meetings in Outlk as an attendee Manager r persn in department respnsible fr Outlk meetings. Verify remval f any access t state systems ITS prcesses with terminatin in Oracle Return emplyee s University ID t the ID ffice Manager needs t send t ID Office (they request the ID card be cut in half and sent internal mail: P.O. Bx ) Reassign any direct reprts t a new supervisr in the University Integrated System, if necessary Advancement HR prcesses the changes please cntact Kelley if there is a unique reprting line change Verify building access and security cards have been deactivated Manager Mary Verify cancellatin f signature authrity ver university accunts Manager ITS prcesses with terminatin in Oracle 4

5 Cancel telephne lng distance access cde number thrugh ITS Mary Cancel phtcpy access number If an Emplyee leaves r mves t anther department the billing shuld be changed. Please send the infrmatin fr the change, Name, cmputing ID, (they might need payrll ID as well but please check n this ne first) and the new PTAEO t be billed t Nina Brachett phne # f Printing and Cpying Services Verify the cmputer drives have been cleared ITS (DESKTOPSUPPORT@VIRGINIA.EDU) clears emplyee s prfile n cmputer (they d nt clear the cmputer drives). Change signature authrity fr apprving time cards (nly applicable when a Supervisr is leaving, update the system nt the Payrll Office) This is prcessed by Advancement HR when the direct reprts are changed. Supervisr/Manager Name Signature Date Frm ID: UHR-CIS-OBC-v14 5