Employee Separation Process

When an employee separates from the university, it is important that the employee and their department complete all necessary steps in a timely manner.

Employee Information

The following list includes important information for separating employees to review prior to their separation. For additional information or any questions please contact People Excellence or call (210) 458-4250.

  1. Timesheets: Ensure timesheets are complete and submitted in PeopleSoft. Separating employees will no longer have access to their timesheets after their last day of employment.
  2. Employee Self Service: Be sure to update contact information to ensure future employment-related items and communications reach you, such as your W-2. Separating employees will no longer have access to employee self service after their last day of employment.
  3. Employee Benefits: Insurance benefit plans end on the last day of the month in which you separate employment.
  4. COBRA Insurance: You will receive a COBRA Election Notice and Application from UT Benefits Billing after your insurance ends. Please allow two weeks from the end of the month from which you separate to receive the information. For more information about COBRA, including a cost breakdown, visit the COBRA Coverage webpage. 
  5. Accrued Leave:
  6. Transfers to another Texas state agency:
    • Ensure that your new state agency emails People Excellence to obtain your UTSA state service details.
    • Vacation and sick leave accruals may transfer to the receiving agency/institution.
    • Transfers within UT System result in a continuation of current insurance benefit plans (medical, dental, vision, flex, etc.).
  7. Coordinate with your department to return the following:
  8. Parking:
    • Return your parking permit to Campus Services. For questions, please visit the Campus Services or call (210) 458-7275.
    • Pay any outstanding parking citations.
    • Contact Campus Services regarding any refunds for pre-paid parking.
  9. Campus Recreation: Contact Campus Recreation to cancel membership (if applicable).

Department Information

The following list includes important information for departments to review prior to an employee’s separation from employment. For additional information or any questions please contact People Excellence or call (210) 458-4250.

  1. A UTSA employee who is terminating or retiring should submit a letter of resignation to their supervisor. The supervisor should acknowledge receipt of that letter. View a sample letter.
  2. Complete Termination eForm:
    • Complete the form by answering all questions.
    • Attach employee resignation letter to the eForm.
    • Use the comments section for any additional relevant information.
    • Do not include confidential details of the separation. This form only needs information to separate the employee. Specific details of the employee’s situation should not be included in this form. If a department requires specific details, they may contact the separating department or HR Business Partners.
  3. On or before the separating employee’s last day of work, recover all university issued keys, UTSACard, parking permit and property (laptops, etc.). The department will coordinate the return of the keys to Security Services. UTSACards and parking permits will be returned to Campus Services.
  4. IMPORTANT: Review the employee’s access to university systems and data, and ensure appropriate action is taken to terminate access. Action may include disabling an account, deleting an account, modifying system privileges or changing passwords to shared accounts. This will reduce the risk of future unauthorized access by the employee or by an individual who gains access to the employee’s accounts.

    If the employee has access to third-party systems that are not managed by a UTSA system owner, such as Survey Monkey, GoTo Meeting, Twitter, Instagram or Facebook, coordinate with the employee to ensure those accounts are disabled, deleted or transferred to another employee.