Human Resources

Supervisor Staff Offboarding Steps

• Layoff or involuntary resignation

  If the employee separation is due to a layoff or involuntary resignation, contact Employee and Labor Relations for further guidance.

• Collect letter of resignation

  Receive a written letter of resignation from your employee.

• Involuntary termination - eligibility for Unemployment

  The U5602-Unemployment Insurance Termination Report must be completed to report employee separations to the state's unemployment insurance agency. It provides details about the reason for the employee's departure, which helps the agency determine eligibility for unemployment benefits. The report is crucial for ensuring timely and accurate responses to unemployment. When an employee files for unemployment benefits, the state agency uses the information on the U5602 form to assess their eligibility for benefits.

• Notification and communication plan
  • Immediately notify relevant HR and management of the employee's departure.
  • Communicate the departure to the team, minimizing rumors and ensuring a smooth transition.
  • Send an offboarding notification to the employee, outlining the process and next steps.
  • Update organizational charts, directories, and contact lists.
• Knowledge transfer
  • Schedule time for the departing employee to share information and where possible, train their replacement.
    • Acknowledge and thank employee for their service
  • Facilitate knowledge transfer to the successor or other team members.
  • Document key processes, procedures, and institutional knowledge.
  • Move files locally maintained to shared drive or other secured storage and assign permissions.

  Additional Steps

  • Ensure that the employee sets an out-of-office reply on phone and email with redirection instructions.
  • If the employee is assigned access or approver/review roles within financial or other systems, work with them to identify proxy, contact system owner to update and remove access.
• Return of university property

  Collect all University property from employee, including:

  • Keys
  • Electronic key cards
  • Phones
  • Laptops
  • Monitors
  • Keyboards
  • Mouse

  Additional Steps

  • 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.
  • Initiate the process to deactivate or transfer accounts in systems like UCPath, EIS, and other relevant platforms.
  • Ensure all physical and electronic access is revoked.
  • Forward emails and shared drive access if needed.
• Exit Interview and Evaluation
  • Schedule an offboarding meeting to discuss employee’s experience, reflection on the position, and thank them for their service to the department.
  • Use the exit interview to gather feedback on the employee's experience and identify areas for improvement.
  • Evaluate the overall offboarding process and identify areas for optimization.
• initiate Offboarding
  • Process the employee's final paycheck and address any outstanding reimbursements.
    • Review and approve any pending time sheets for the separating employee.
    • Review when and how they will receive final pay
  • Ensure all necessary documentation, including the resignation letter and separation forms, are completed and submitted to HR.
  • Review and update the employee's personal information in UCPath for final pay and W-2 purposes.
• Cobra insurance

  Before the separating employees leave, their supervisor should:

  • Advise employees of COBRA rights.
  • Most employees are qualified to continue their current UC-sponsored health plans (medical, dental, vision) for up to 18 months by making a timely COBRA election.
  • Under Federal law, the COBRA election period is sixty (60) days from the date of separation.
    • The COBRA administrator, CONEXIS, will automatically send a COBRA packet once a separation 'end' date has been entered in PPS.
  • Vested employees should be referred to Human Resources for retirement options, if appropriate.

  UC-paid coverage ends on the last day of the month for which premiums are deducted, e.g. separation 8/15/12, coverage ends 8/31/12.