Human Resources

Offboarding Checklist

• Letter of Resignation (Employee)

  Employees should provide a written letter or email of resignation to their direct supervisor.  

  If an employee is retiring, they must submit a letter of resignation to the home department. 

• Update and Review Personal Information in UCPath (Employee)

  Review and Update – Home Address 

  Separating employees should review and update their home and mailing addresses. In situations when an employee is not on direct deposit, the final paycheck will be issued as a paper check and will be mailed to the home address in UCPath. Additionally, other important information such as UC Retirement Plan (UCRP) will be sent to the address in UCPath.  

  Note, paper paychecks are always mailed to the home address on file in UCPath, even if a mailing address is provided. 

  Review Secondary Email Address 

  Separating employees are advised to list a secondary email address on file (non-UCR or non-UC email address). UCPath will use that email address to send information to access the UCPath Former Employee Portal, where a separating employee will be able to access their earning statements, W-2 forms, and other important documentation. 

  Employees should review and update their personal information in UCPath prior to termination by: 

  1. Logging into UCPath Online: 

  2. Go to ‘Personal Information Summary’ (on the UCPath dashboard) and expand the appropriate section 

  3. Review and update their information and click ‘Save’ 

   

  Job Aids: 

  Update Your Address 

  Update Your Email 

  Separating employees should review and update their home and mailing addresses. In situations when an employee is not on direct deposit, the final paycheck will be issued as a paper check and will be mailed to the home address in UCPath. Additionally, other important information such as UC Retirement Plan (UCRP) will be sent to the address in UCPath.  

  Note, paper paychecks are always mailed to the home address on file in UCPath, even if a mailing address is provided. 

  Review Secondary Email Address 

  Separating employees are advised to list a secondary email address on file (non-UCR or non-UC email address). UCPath will use that email address to send information to access the UCPath Former Employee Portal, where a separating employee will be able to access their earning statements, W-2 forms, and other important documentation. 

  Employees should review and update their personal information in UCPath prior to termination by: 

  1.    Logging into UCPath Online: 

  • Go to ‘Personal Information Summary’ (on the UCPath dashboard) and expand the appropriate section 

  • Review and update their information and click ‘Save’    

   

  Job Aids: 

  Update Your Address 

  Update Your Email 

• Former Employee Portal Access (UCPath)

  When an employee’s status changes from active to inactive, UCPath triggers a welcome and an invitation to the separating employee to create an account in the Former Employee Portal, where the employee will have access to: 

  1. Personal Information Summary 
  2. History of earnings statements and;  
  3. W-2 history 

  Former employees will have access to their information for three years following their separation. Separating employees must provide a valid email address in UCPath prior to separation via one of the following email selections in Personal Information Summary: 

  1. Home 
  2. Other 
  3. Campus 
  4. Dormitory 

  If the employee designates one of these as “preferred,” UCPath will send an email to that address. If the employee does not mark one as “preferred,” the UCPath system will use the first populated email address in the order listed above. Please note: if separated employees have access to their business email address after separation, they must enter it into one of the email selections above and designate it as preferred. 

  If no email address was listed, the former employee must contact UCPath and provide an email address to create a former employee account. 

• Access to Email After Separation (Employee)

  Employees who separate from employment with UCR may not have access to their UC email upon departure: 

  1. Email terminates immediately for student employees who have not graduated. 
  2. Staff employees will have up to 30-days access to their email. 
  3. Faculty (Non-Senate) will have 90-days to access their email. 
  4. Senate Faculty will have 180 days to access their email. 
  5. Staff Retirees can access their email indefinitely as long as they pay the annual Retiree Association. Explore the UCR Retirement Center website at https://emeriti-retirees.ucr.edu/ 
  6. Emeritus keeps access to their email indefinitely. 
  7. Students that graduate get to keep their email indefinitely. 
• Knowledge Transfer (Supervisor)

  Tie up any loose ends at the office (finish up projects; hand offs) 

  Move files locally maintained to shared drive or other secured storage and assign permissions 

• Department Administrative Action (Department)
  • Department approves final timesheet for payroll processing. 
  • Department requests final pay. (Refer job and/or instructions to request final pay) 
  • Department updates org chart and reporting structure in UCPath 
  • Employees should work with their department to set out of office replies on phone and email with redirection instructions. 
  • Department responsibility -  If an employee is assigned access or approver/review roles within financial or other systems, they should work with their manager to identify proxy, contact system owner to update and remove access. 
• UC Benefits (Employee)

  The Office of the President provides a summary of options regarding university benefits when leaving UC employment. Most university benefits end on the last day of the month in which an employee’s employment ends.  

  For example, if an employee’s last day of work is March 5, their health insurance will end on March 31. If an employee is eligible for and wishes to continue medical/dental/legal coverage as a retiree, the employee must retire within 120 days of their separation from UC. 

  The Termination of Employment Benefits Factsheet explains how the employee benefits are affected when UC employment ends. Employees may wish to go over this information with the Benefits Office to be sure that they have taken all necessary actions. 

• Continue UC Health Insurance with COBRA (Employee)

  Employees and/or their eligible family members may be eligible to continue UC-sponsored coverage under COBRA (the Consolidated Omnibus Budget Reconciliation Act of 1985). You have 60 days from the date you lose coverage by reason of a qualifying event (employment termination) or from the date you receive notice of your continuation rights, whichever is later, to apply for COBRA continuation. 

  COBRA continuation coverage is identical to the UC-sponsored health coverage you and/or your family members had immediately prior to qualifying for COBRA coverage except you pay the full cost; there is no UC contribution. 

  Covered California is also an option you may want to consider for medical insurance. Covered California is an easy-to-use marketplace where most Californians can get health coverage that cannot be denied by health insurance companies or canceled if they are sick or have a pre-existing health condition. Separating from UC will provide you with a “qualifying event” to enroll through Covered California. 

• Return of University Property (Employee)

  Please return all University property in your possession, including keys, electronic key cards, phones, laptops, monitors, keyboards, mouse. Any University property, including documents and records that an employee has been allowed to take home should be returned prior to their last day of employment. If an employe has a University Corporate Card that should be returned they are required to return it to the appropriate supervisor or department.

• University Electronic Resources (Employee)

  Where applicable, please provide access to University email, shared files, voicemail or any other electronic resources to insure continuity of University business operations. In some cases, access will not be required, and the University will terminate email/other accounts as appropriate. 

• Parking Permits (Employee)

  Transportation & Parking Services

• UC Retirement Savings Program (Employee)

  If an employee contributed funds to a UC Retirement Savings program (Deferred Contribution Plan, Tax-Deferred 403(b) Plan, and the 457(b) Deferred Contribution Plan, can be obtained by contacting Fidelity Retirement Services at (866) 682-7787 or online at http://netbenefits.com.  

• UC Retirement Plan (UCRP) (Employee)

  Employees who are vested with five or more years of UCRP Service Credit, and they are under age 50, they may be eligible to elect inactive membership. If an employee is vested and they have reached the minimum retirement age (50 or 55 depending on their UCRP membership classification and member tier), the employee may be eligible to elect retirement income or a lump-sum cash out. An employee may access their retirement information, by visiting the UC Retirement At Your Service (UCRAYS) website at https://retirementatyourservice.ucop.edu.  

  Employees may discuss their retirement plan options with a retirement benefits representative by contacting the Benefits Office at (951) 827-4766 or the UC Retirement Administration Service Center (RASC) at (800) 888-8267 or online at https://ucnet.universityofcalifornia.edu/contacts/rasc.html. 

  Please note that if an employee decides to retire, they will need to do so within 120 days of separating from UC employment if they want to continue any UC benefits that the may be eligible for as a retiree.   

• Reciprocity, Years of Retirement Service, and Employment Service Credit

  What is Reciprocity? 
  Reciprocity allows you to move from one retirement system to another without losing your benefits. UC's reciprocal agreement with other California public retirement systems can allow you to coordinate your benefits between the two systems when you retire.  If you are a member of both the University of California Retirement Plan (UCRP) and the California Public Employees’ Retirement System (CalPERS), reciprocity may benefit you by allowing you to combine service credit and compensation from both plans.  You may become vested sooner or be able to retire with a higher benefit than if you were a member of just one plan.   

  How to Establish Reciprocity 

  To be eligible for UCRP/CalPERS reciprocity, you must be an active or inactive member of both retirement plans and submit requests for reciprocity within six months (180 days) of leaving former eligible employer.  To establish reciprocity, review the UCRP/CalPERS Reciprocity Fact Sheet  and submit the included Election of Reciprocity form to the Retirement Administration Service Center (RASC) in Oakland within the first 90 days of employment.  

  To image the form directly into the RASC system and accomplish immediate receipt of Reciprocity form, it is recommended to fax the UBEN 157 Election of Reciprocity form to RASC at (800) 792.5178 and keep copies of everything submitted.  The form may also be mailed to RASC at the address noted on the form. 

  After submitting the UBEN 157, the UC Retirement At Your Service (UCRAYS) email accounts for a RASC communication indicating the completion of the Reciprocity process and confirmation of eligibility.  This process may take several months to confirm with the previous employer, but a response will be issued from RASC refer to UC UCRP/CalPERS Reciprocity - section How to Establish Reciprocity. 
   
  For more help with reciprocity, contact the UC Retirement Administration Service Center (RASC) at 1-(800) 888-8267.  For UC questions, check out UCnet (ucnet.universityofcalifornia.edu). Or contact the UC Retirement Administration Service Center at (800) 888-8267 or your local Benefits Office. For CalPERS questions, go to calpers.ca.gov, call (888) 225-7377 or write: California Public Employees’ Retirement System Member Services Division—Unit 841 P. O. Box 942704 Sacramento, CA 94229-2704 
   
  What is Employment Service Credit? 

  Employment Service Credit is used to determine vacation accrual rate and eligibility for service awards. 

• Transfer Sick and Vacation Credit

  To find out more, please visit the Employment Service Credit Verification pdf. Please note, the breadcrumb trail indicated on the form is out of date. 

   To initiate this process, the Prior Service Credit Adjustment form must be submitted to UCPath by the employee directly. This can be done by logging into UCPath online and navigate to Forms Library > Access Forms > State Agency Prior Service Verification 

• What is and how to earn Retirement Service Credit

  Retirement Service Credit is one of three factors used to determine retirement income and retiree health and welfare benefits eligibility.  Retirement Service Credit is earned when eligible for participation and contributing via payroll deduction to the UC Retirement Plan (1976 Retirement Tier, 2013 Retirement Tier or Pension Choice or Savings Choice).  Retirement Service Credit is initiated with the first payroll contribution to the UC Retirement Plan.  As working hours and mandatory contributions accumulate, Retirement Service Credit years increase. 

• Unemployment Insurance

  Separated employees may be eligible to receive unemployment insurance benefits. To determine their eligibility, they must file a claim at a local office of the State of California Employment Development Department (EDD). They may also file a claim by calling EDD at (800) 300-5616 or by visiting their website at https://edd.ca.gov/. Additionally, a Human Resources representative is available to assist at (951) 827-3641, or at employee.relations@ucr.edu, to provide the employee with information regarding considerations in determining eligibility.   

• Verification of Employment

  Former employees who need to provide employment verification can call the UCPath center at (855) 982-7284 (Monday – Friday, 8:00 a.m. – 5:00 p.m., PST) to speak with an associate. Former employees hired prior to October 2018 may be able to obtain employment verification from At Your Service Online (AYSO). 

• Termination of concurrent job

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• Transfer within UCR

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• Transfer within UC

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