Employee Departure Procedures
When an employee resigns, retires, dies, or is otherwise separated from employment at the University, the employing department is responsible for ensuring that all applicable personnel, payroll, computing, financial, facility, property, and safety-related procedures are completed.
In order to facilitate this process, departments are to document the completion of required items, either by using the Departure Checklist included with this section or a departmental checkout document. The Departure Checklist includes items that are to be completed prior to or immediately after the departure of an individual from department or University employment.
This list is not all inclusive and a department may have additional requirements. The department attaches notation of the completion of any additional departure requirement to the Departure Checklist or includes the information on a departmental checkout document.
The employee’s supervisor is responsible for completing and/or reviewing each of the applicable departure items. In some departments, the department’s personnel officer is responsible for completing the personnel/payroll departure items, e.g., personnel actions, Time or Leave Reports (see Personnel/Payroll below).
Form Completion and Approval
To ensure that all departure procedures are completed, the supervisor enters the date each item is completed on the Departure Checklist. The supervisor, and the departing employee, when applicable, sign the completed Departure Checklist.
The department retains the completed checklist in the department’s employee file. See BPPM 90.01 for retention requirements.
Items to be completed by the department or the employee at the employee’s departure are listed below by category. NOTE: Depending on the employee’s responsibilities, only some of these items may be applicable.
Leaving the Department
If the employee is leaving the department, but remaining a University employee, the department completes only the items indicated in Part A (below).
Leaving the University
If the employee is leaving the University, the department completes the items indicated in Part A and also completes the items indicated in Part B (below).
Principal Investigator Leaving
If the employee leaving the University is a principal investigator (PI), the department completes the items indicated in Part A and Part B, and Part C (below). A principal investigator is defined as the senior member of a research team, i.e., the individual with primary responsibility for the design and conduct of a research study.
The department completes the items in Part A if the employee is leaving the department, but remaining a University employee.
- Complete and route a personnel action through the Personnel/Position/Payroll Electronic Routing Management System (PERMS) (see BPPM 60.25). NOTE: If the employee is transferring to another department within the University, the receiving department processes the personnel action.
- Send the employee’s Time or Leave Reports to the new department or HRS as indicated in the applicable instructions in BPPM 60.60, 60.62, or 60.63.
- Notify HRS if the departing employee verifies I-9s, PERMS, and/or OPDRS transactions for the department. HRS must establish a new departmental contact to receive e-mail notifications regarding document deadlines (see BPPM 60.04, 60.25, and/or 60.02).
- Remove the employee’s name from University department bank accounts (see BPPM 30.65).
- Cancel the employee’s departmental purchasing card (see BPPM 70.08).
- Obtain and reconcile any cash advances issued to the employee (see BPPM 40.21).
- Remove the employee’s name from any till or petty cash fund (see BPPM 30.50 and 30.51).
- Remove the employee’s toll call authorization and obtain any calling cards (see BPPM 85.41).
- Remove the employee’s expenditure authority (see BPPM 70.02).
- Remove the employee’s appointing authority (see BPPM 60.10).
- Remove the employee’s authorization to approve travel (see BPPM 95.01 and 95.05).
- Remove the employee’s authorization to approve contracts (see BPPM 10.10).
- Remove the employee’s access to departmental personal computer accounts, including those which allow remote access to departmental resources.
For Windows personal computers, notify department Information Technology Services (ITS) staff to remove the employee’s Network ID from authorization groups that grant access to departmental resources.
For Macintosh personal computers, update personal computer passwords to discontinue the employee’s access.
- Update accounts and passwords for departmental network and systems access.
- Update any associated websites.
- Remove the employee’s authorization to access student and/or financial data warehouse, PERMS, OPDRS, and/or other enterprise systems (e.g., myWSU). Contact CougTech for assistance; telephone 509-335-4357.
- Update the active telephone listings in Information Technology Services (ITS), the department, and in Employee Workplace (WRKPLACE) within the mainframe DEPPS AIS application. See BPPM 85.33 for more information about accessing DEPPS and AIS.
NOTE: If the employee is leaving the University, remove the employee’s name from active telephone listings in ITS and the department.
- AIS Applications
If the employee is transferring to another department within the University, the department must submit AIS Access Requests to remove authorizations for the employee to use AIS applications associated with the department’s accounts. The department indicates in Comments on the request form that the employee is transferring to another department (see BPPM 85.33).
NOTE: Within 24 hours of the employee’s separation from the University and upon verification from HRS, ITS automatically removes authorizations to all AIS mainframe computer applications to which the employee has access.
- RONet Applications
An employee leaving the University should close his or her Registrar’s Office Network (RONet) account by performing the following steps:
- Log into RONet
- Select Your Account
- Select Close
If the employee is transferring to another department where RONet is needed, the employee should access his or her RONet account and deselect any applications that are no longer needed.
Alternatively, the department may provide notification to the Registrar’s Office of the employee’s separation from the department or University by sending an e-mail to:
Registrar’s Office Actions
Upon notification from the employee or department of the employee’s separation from the University, the Registrar’s Office:
- Removes the employee’s RONet account authorizations.
- Disables the employee’s RONet account.
- Removes the employee’s administrative access to registration and academic planning and records applications through the myWSU portal.
- Transfer all University records to the employee’s successor or the department records coordinator (see BPPM 90.01).
- Locate and secure all records which are subject to litigation holds and open public record requests (see BPPM 90.12 and 90.05).
- Obtain all keys and key cards to offices and buildings which were issued to the employee.
- Obtain all University equipment, e.g., tools, computer equipment, portable electronic devices, reference materials, software, that were issued to the employee.
- Ensure that office, laboratory, and locker spaces are left clean and all of the employee’s personal items are removed.
- Obtain all research data, including research log books.
- Complete and route a Departure Notice if the employee worked with radiation machines, radioactive materials, hazardous chemicals, Drug Enforcement Administration (DEA) controlled substances, and/or biohazardous materials (see BPPM 60.38).
- Receive a termination bioassay if the employee used radioactive materials or radiation machines (see SPPM 9.50).
- Obtain the radiation monitoring badge if the employee used radioactive materials or radiation machines (see SPPM 9.30).
- Receive final surveillance documentation if the employee worked with chemical carcinogens.
If the employee is leaving the University, the department completes the items indicated in Part B below, as well as the items in Part A. (If the employee is a principal investigator, the department also completes Part C (see Part C below.)
- Have the employee contact vendor agencies, e.g., credit union, Transportation Services to stop any automatic payroll deductions. Deductions that are not stopped prior to termination are withheld from the employee’s remaining paycheck (see BPPM 55.49).
- Have the employee notify applicable committees and boards of his or her departure from the University.
- Refer the employee to the Washington Employment Security Department website for unemployment benefits information.
See RCW 50.20.140.
Obtain the employee’s University travel charge card (see BPPM 95.03).
- Cancel the employee’s UNIX accounts (see BPPM 85.37).
- Cancel the employee’s e-mail and calendar accounts.
- Update the employee’s status for CougarCard (see BPPM 10.08).
Obtain the employee’s parking permit and garage access card, if applicable.
- Have the employee update their mailing address file by selecting the Main Menu–>My Profile link on the myWSU website.
See also BPPM 90.70.
- Obtain a forwarding address and personal e-mail address for the employee.
If the employee leaving the University is a principal investigator (PI), the department completes the items indicated in Part C below, as well as the items in Part A and Part B.
- Transfer responsibility for the employee’s grants to his or her new employer or complete a change of principal investigator for the grants. See ORSO Guideline #3 and the IACUC Resources website.
- Complete disposition of the employee’s contracts and subcontracts. See the ORSO Guidelines and the IACUC Resources websites.
- Review all outstanding invoices with Sponsored Programs Services for charges applicable to the employee’s grants and contracts.
- Clear and close laboratory areas. See BPPM 60.38, and SPPM 4.24, 4.25, and 4.26.
- Complete disposition of research equipment. See BPPM 20.76, 20.78, 40.16, the ORSO Guidelines website, and the IACUC Resources website.
- Complete disposition of research animals. See IACUC Policy #5.
- Complete disposition of biological materials. See SPPM 4.24 and 5.40, and the Office of Research Assurances Biosafety website.
- Complete the transfer or disposal of radioactive materials. See SPPM 9.50, 9.60 and 9.70
- Complete disposal of chemical wastes. See SPPM 5.66.
- Complete disposition of other hazardous materials. See BPPM 20.77, and SPPM 5.40 and 5.66.
- Complete and submit an Area Evaluation/Release form (see BPPM 60.38) to the Radiation Safety Office and/or Environmental Health and Safety, as applicable. NOTE: Failure to submit the form may result in fees incurred by the vacated department.
Transfer permission to conduct research with human subjects group to the employee’s successor. See the Institutional Review Board website.