NEW UNIVERSITY SEPARATION PROCESS

Maintaining a simple, streamlined process for employees who are terminating is important in order to ensure:

• Timely
  • collection of University property (including keys, ID card, phones, library books and other property) and to settle any financial obligations to UTSA
• cancellation of network and business expense accounts, ProCard, etc.

• Compliance of Federal COBRA notification and entitlements

Except for work studies, all separating employees are required to be processed through the University Separation Process.  For additional information, please follow this [link]

Employing Department's Responsibilities

1. When an employee resigns, please obtain written resignation.  Then, confirm with an email or letter accepting his/her resignation indicating the effective date.  An “Acceptance of Resignation” template is available at the HR Forms page.
2. Access the Separation Notification Form

• Complete the form with the separating employee’s name, EID, Banner ID and effective date of separation
• When the “Submit” button is pressed, a (pre-populated) e-mail will be sent to Human Resources. After validation, HR will forward the separation form to the “Separation Notification Group” (SNG). The distribution list is comprised of the following departments;
  
  
  • Access Control: x6486
  • Banner Support: x7801
  • DEFINE Administrative Services: x4556
  • Disbursement and Travel Services Office: x4831
  • Fiscal Services: DT x2823 / 1604 x4293
  • OIT Support Services (Help Desk): x5538
  • Human Resources: x4648
  • Inventory: x4844
  • Library: x7506
  • Office of Research Integrity and Compliance: x6587
  • Office of Sponsored Programs: x4340
  • Parking & Transportation: x7275
  • Pro Card Compliance Office: x4059
  • Telephone Services: x4200
  • UTSA Card Services: x4639

3. When the employing department receives emailed responses from the SNG regarding the separating employee’s clearance status, please communicate with the separating employee to settle any outstanding obligations.
4. Call and schedule a Benefits exit interview at 458-4250; provide the employee with the name of the Benefits representative and the date/time of meeting.
5. Once the employing department has obtained clearance from the SNG,
• Complete and sign the following;
  • Section I of the NEW Employee Separation Processing Checklist
  • NEW Employee Separation Form – this form identifies the rehire status of a separating employee (420, 424 or 421). 
• Send form to HR via fax (x7892) or scan and email to hr@utsa.edu BEFORE the benefits exit interview.
6. Reconcile separating employee’s time and leave balance to ensure proper payout
7. Terminate separating employee’s appointment on DEFINE.

Separation Notification Group’s (SNG) Responsibilities

1. The SNG will receive an emailed notice of separation of employment from the employing department routed through Human Resources.  As applicable, handle the following:
• Cancel all accounts associated with the separating employee.
• Review their records to determine whether or not there are any outstanding obligations connected to the separating employee.
2. Email the employing department’s point of contact the following as applicable;
• Confirmation that all accounts have been or will be terminated on the effective date of separation AND
• List of property that needs to be recovered AND
• Confirmation that the separating employee;
  • has outstanding obligations that need to be settled, or
  • is clear of any obligations

Human Resources (HR) Department’s Responsibilities

1. Meet with separating employee and complete Section II of the Separation Checklist form
2. Contact the following departments to confirm that all financial obligations have been settled;
• Parking & Transportation (458-7275)
• Library (458-4574)
• Fiscal Services (458-4293)
• Travel (458-4831)
3. Discuss all benefit issues, including future insurance coverage, payment for unused vacation, etc
4. Ensure that separating employee completes Section III of the Separation Checklist form.
5. Provide the State of Texas Employee Exit Survey

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