The type of separation by an employee will determine what steps the employing department should take to process the employee’s separation.  Please follow the chart below to determine the appropriate steps;
Rule Status Create and Submit Electronic Appointment on DEFINE* Complete
the Separation Processing Checklist

Complete
the Employee Separation Form

1 Employee terminates or is terminated on or before appointment end date and will not return to UTSA or the separating employee’s return status is undetermined (due to funding, work study approvals, etc.)
Yes

Yes

Optional for work study positions*
Yes
2 Employee appointment ends, but it is anticipated that the employee will return within 120 days of the appointment end date.
No

Optional**
No
3 In cases where an employee was anticipated to return (rule 2 above) and it's subsequently determined that the employee will not return.
Yes

Yes

Optional for work study positions**
Yes

*  

Department discretion. If the employee has keys, a parking pass, ProCard, laptop or other equipment and the department wishes to recover these items at the expiration of current appointment and re-issue upon employee’s return, checklist should be created.

 
**  Required only if the work study has keys, a parking pass, ProCard, laptop or other equipment that must be returned.