50.22 - Employment Exit Checklist

September 29, 2009

A. General. The Employment Exit Checklist documents that information regarding conversion of benefits has been provided to the terminating board-appointed employee, that keys, credit cards and other university property have been returned, accounts have been cleared, and that the employee is afforded the opportunity to provide a forwarding address for any future correspondence prior to leaving the university. Employees terminating due to a medical condition or retirement may have ongoing benefits available and should contact Benefit Services at (208) 885-3697.

B. Procedure. Notice that an employee is terminating employment is sent to Human Resources (HR) at the time the unit is informed of the pending departure. [rev. 2-08, ed. 9-09]

B-1. Unit Procedures. Upon being informed that an employee is terminating employment, the unit meets with the employee and completes the unit's portion of the Exit Checklist addressing the following items:[rev. 9-09]

i) Keys/Card Readers (Vandal Card). The employee’s unit must collect all keys and the Vandal Card assigned or issued to the terminating employee. [rev. 9-09]

ii) Credit Cards or Purchasing cards (P-Cards). All credit cards or p-cards issued to the terminating employee must be collected by the employee's unit. [rev. 9-09]

iii) University Assets. All assets issued or checked out to the employee must be returned. This includes all items purchased with university or grant funds, including, but not limited to, computer hardware, computer software, lab equipment, office equipment, books, manuals, research animals, etc. The unit is responsible both for reminding the terminating employee that all funds received under grants and contract agreements administered through the university are University of Idaho funds, and that purchases made with these funds are property of the university, not of the principal investigator, and for ensuring that all such property is returned to the University. [rev. 9-09]

iv) Computer Account Termination. The unit administrator or designee is responsible for following the procedures lined out in APM 30.16 and notifying Information Technology Services (ITS) of the employee's departure or confirming that HR has notified ITS. This applies to an employee who is accepting a different position at the university. Special arrangements may be made with ITS for emeritus faculty and honored staff to retain computer accounts. A request must be made from a university email account to ITS's Help Desk at Help Desk email. [rev. 2-08, 9-09]

v) Records Management. If the terminating employee has access to official university records, the unit administrator or designee must notify Records Management so that access is terminated. [add. 9-09]

vi) Remaining Compensatory Time/Leave Balances. The unit administrator or designee examines the compensatory time and vacation leave balances on the Banner Human Resources Information System (HRIS). Any unused annual or compensatory leave balances will be paid out upon the employee's departure from the university in the employee's final check. [rev. 2-08, ren. & ed. 9-09]

vii) Form Returned to Employee. The unit administrator signs the unit's section of the Employment Exit Checklist and gives it to the employee, who must then take the checklist to the Student Accounts/Cashier's Office and to HR, where checkout procedures are concluded. [rev. & ren. 9-09]

B-2. Student Accounts/Cashier's Office Procedures. The employee takes the checklist to the Student Accounts/Cashier's Office for review of the following: [ed. 9-09]

i) Vandal Card. Student Accounts/Cashier's Office notifies the Vandal Card Office to deactivate the Vandal Card Account and confirms the final balance on the card. [ed. 9-09]

ii) Account Balance. Student Accounts/Cashier's Office determines whether the employee owes the university money for any reason (e.g. outstanding travel advances, parking tickets, library fines, items paid through payroll deduction, etc.), applies any credits (such as for a remaining balance on the employee’s Vandal Card account) and determines the net amount due from, or to, the employee. [ed. 9-09]

a) Payment of outstanding account balances by the employee to the University should be made prior to final payroll remittance. If the employee does not clear the account prior to the payroll cutoff date for the final check, Student Accounts/Cashier's Office notifies Payroll Services of the account balance so that Payroll can deduct authorized amounts from the final check. [rev. 2-08, ed. 9-09]

b) Payment of outstanding account balances from the University to the employee will be included with the final paycheck, provided determination of the balance is made prior to the payroll cutoff date.

iii) Form Returned to Employee. The Student Accounts/Cashier's Office director, or designee, signs the Student Accounts/Cashier's Office section of the Employment Exit Checklist and returns it to the employee. The employee takes the form to HR to complete exit procedures. [ed. 9-09]

B-3. HR Procedures. HR schedules an exit interview with the employee to provide information explained below, and to complete and sign the Employment Exit Checklist. [rev. 2-08]

i) Retirement Information. Retirement information is available from the retirement vendor, PERSI, TIAA-CREF, or AIG-VALIC. Contact information for the vendors is available at Payroll Website. [ed. 9-09]

ii) Continuation of Health Benefits. Benefit Concepts mails the exiting employee and/or covered family members information explaining rights or options available under the Comprehensive Omnibus Budget Reconciliation Act (COBRA), which allows for continuing health benefits (at the employee’s expense) for a period of time after leaving the university. A Certificate of Credible Coverage is also provided that may allow entry into a new plan without pre-existing condition limitations. [rev. 2-08, ed. 9-09]

Conversion of Life Insurance. Life Insurance policies may be converted to individual policies within 30 days of separation. Health evidence may or may not be required. Eligibility criteria and applications may be requested directly from the vendor.

iii) Amount of Final Paycheck. HR notifies the employee regarding remaining leave and compensatory time balances, confirms whether account balances have been cleared prior to the payroll cutoff date, and provides information regarding impacts of account balances on the final paycheck during the exit interview. The exit interview affords the employee an opportunity to ask questions. [rev. 2-08, ed. 9-09]

iv) Forwarding Address. The terminating employee is asked to provide a forwarding address so that any correspondence can be properly forwarded to the employee. This will ensure the employee will properly receive payroll documentation (last pay check, COBRA notification, W-2, etc.).

v) Completion of Employment Exit Checklist. Signature by HR and the employee confirm that the employment exit checklist and process have been completed.

B-4. Employee Exit Checklist. When exit procedures are concluded, the employee receives a copy of the checklist and a copy is retained in the employee’s personnel file in HR.

C. Information. Additional information about employment exit procedures is available from Human Resources (208) 885-3892.

D. Employee Exit Checklist [See Checklist]