Employee Separation/Transfer Clearance Policy
| POLICY STATEMENT |
The terminating/transfer program is designed to ensure the safeguarding and retrieval of university assets and resources when an employee separates from Delta State University and/or transfers within the Delta State University campus.
| DEFINITIONS |
Termination: Termination of employment is defined as an employee’s departure from a job. Termination may be voluntary on the employee’s part, or it may be at the discretion of the employer, often in the form of dismissal (firing) or a layoff.
Retirement: Retirement is defined as an employee separating from Delta State University with ten or more years of full-time service to Delta State University or a part-time employee retiring with fifteen or more years of service who is eligible for all retiree benefits as defined under that policy.
| PROCEDURES and RESPONSIBILITIES |
Human Resources has developed an electronic Employee Separation/Transfer Clearance Form to facilitate notification to key offices that an employee will terminate from Delta State University (DSU) or transfer to another DSU department.
It is preferred that faculty and staff employees give at least 1 months’ notice to their supervisors prior to termination or retirement from the university or transfer to another department. Department heads are responsible for immediately notifying Human Resources of all faculty and staff terminations, retirements, and transfers. Notification will be accomplished through completion of an Employee Action Form (EAF).
Timely notification must be given to Human Resources prior to the termination, retirement, or transfer date preferably two weeks or soon as possible. The purpose of this notification action is to alleviate security risks and prompt the termination of accounts such as email, long distance access, purchasing privileges, computer system access and building access. This notice also alerts certain departments to verify whether or not the employee has outstanding financial matters to be resolved. If the employee has any outstanding debts to the university, the employee’s department should notify payroll immediately so that the matter can be reviewed. Early notification will not terminate an employee’s accounts until the effective date of termination, retirement, or transfer. The EAF process should be started as soon as possible to allow for routing through the appropriate channels for approval.
Failure of the department head to notify Human Resources in a timely manner may cause the employee’s department to be charged for the employee’s benefits unnecessarily since employees continue to have benefit coverage unless proper and timely notification has occurred. It is the department head’s responsibility to ensure that the exiting employee meets with Human Resources before their last day of employment.
Once Human Resources receives the EAF form, a notification will be emailed to the department head to log into the employee exit clearance form and administer a departmental exit process to finalize business matters involving the terminating, retiring, and/or transferring employee. A second email will be sent to the key campus offices listed below notifying them to log into the system to verify termination information. Once in the system, each department will check the box the appropriate box (Yes, No, N/A) if to clear the individual for their area. A comments section will be available for additional information. Reminder emails will be sent to the departments who have not cleared the terminating/retiring/transferring employee within the appropriate time frame. Human Resources will review the progress of the clearance process and notify the Vice President of Finance and Administration if the process is not being completed in a timely manner. All signoff’s must be completed prior to the individual final day of employment for that specific position.
Key Campus Offices
| Termination/Retirement | Transfer |
| · Library
· Student Business Services · Office of Information Technology · Payroll Department · Police Department · Postal and Copy Center · Property Control · Key Shop |
· Office of Information Technology
· Payroll Department · Property Control · Key Shop · University Accounting |
When an employee terminates/retirees from Delta State University, the department head is responsible for completing specific tasks. These include:
- Collect all department keys and returning them to the Key Shop Manager. Key Shop Manager will provide a list of keys to department head to verify.
- Collect and return all DSU properties (keys/key access cards, cell phone, computer/ laptop/peripherals, credit card, ID card, library materials, uniforms, books, tools, equipment, etc.).
- If a procurement card is assigned to the departing individual, the procurement card must be returned to Procurement.
- Notify Student Business Services to revoke door access (if applicable).
- General closure tasks such as transition of documents and knowledge, cleanup work area, pay outstanding obligations, turn in employee ID, sign employee timesheet, transition of benefits, EAF completed, and submit future contact information.
- Notify OIT to back up any important files to which the employee has access. Notify employee of the sensitive nature of files and instruct that the files are the property of the university and they may not have the ability or right to duplicate, copy, or delete those files.
- If requested, an email for retirees will be provided with an address of username@retiree.deltastate.edu. This email will provide limited access to the University email system.
When an employee transfers to a different department/job within Delta State University, the department head is responsible for completing some of the same tasks. These include:
- Collect all department keys and return to the Key Shop Manager. Key Shop Manager will provide a list of keys to department head to verify.
- Collect and return all departmental properties (keys/key access cards, cell phone, computer/ laptop/peripherals, uniforms, books, tools, equipment, etc.).
- Notify Student Business Services to revoke door access (if applicable).
- General closure tasks such as transition of documents and knowledge, cleanup work area, sign employee timesheet, and EAF completed.
- Notify OIT to back up any important files to which the employee has access. Notify employee of the sensitive nature of files and instruct that the files are the property of the university and they may not have the ability or right to duplicate, copy, or delete those files.
The department head is responsible for verifying whether or not all university/departmental business is cleared by the last working day.
Faculty and staff employees leaving the employment of the university are highly encouraged to complete an exit interview or checkout procedure with Human Resources and clear all outstanding financial matters prior to their exit interview. It is to the employee’s benefit to have an exit interview where they will obtain information about their retirement funds, discuss benefits and make arrangements for their last paycheck. It is important that a forwarding address be given to Human Resources so that the employee’s W-2 can be sent to them.
Responsible Office and/or Policy Owner: Office of Human Resources
| RELATED DOCUMENTS |
| STATUS |
Active
| DATES(S) |
Change/Review/Approval Date:
Cabinet Approval: 08/08/2016
Revised/Cabinet Approval: 05/23/2017; 07/31/2017
