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Employee Separation Process

Administrator Guidelines


Maintain a simple, streamlined process for employees who are terminating ensures:


    • Collect university property (including keys, ID card, phones, library books and other property) and settle any financial obligations to UTSA before employee has separated.
    • Remove room/building access.
    • Cancel network and business expense accounts, One Card, etc.
    • Comply with the Handbook of Operating Procedures, Chapter 4.14, Separation of Employment for UTSA Personnel.

I. Department's Responsibilities

  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.  Sample of supervisor acknowledgement letter.
  2. Complete Termination eForm:
    1. Complete the form by answering all questions.
    2. Use the comments section for any additional information that the Separation Notification Group (SNG) may need to know.
    3. Do NOT include any 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. Begin completing the Separation Processing Checklist. When the department receives notification(s) from the various Separation Notification Groups:
    1. Complete the remaining sections of the Department section of the Separation Processing Checklist and sign the form.
  4. On or before the separating employee’s last day of work, recover all university issued keys, ID cards, parking permit and property (laptops, etc.). Department will coordinate the return of the keys to Security Services. UTSA IDs and parking permits will be returned to Campus Services.

  5. IMPORTANT: Though access to many UTSA systems are controlled via the employee’s myUTSA ID and password, the employee may have access to systems that use their own authentication systems, such as PeopleSoft, Banner and AppWorx. 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 and Facebook, coordinate with the employee to ensure those accounts are disabled, deleted or transferred to another employee.

    Review the employee’s access to UTSA systems and data, and ensure appropriate action is taken to terminate access no longer necessary. 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.

II. Office of People Excellence Responsibilities

  1. When the termination/retirement transaction is entered into PeopleSoft, People Excellence will notify the following via email:
    1. The Separation Notification Group (SNG). These agencies will notify the department contact informing them of required action and are comprised of the following departments:
      1. Banner Support
      2. Disbursement and Travel Services Office
      3. Fiscal Services
      4. University Technology Solutions/Tech Cafe (Help Desk)
      5. Inventory
      6. Library
      7. Campus Services – Parking & UTSACard
      8. One Card Compliance Office
    2. The creator of the eForm to alert the department administrator to begin the separation process.
    3. The separating employee's supervisor to begin the separation process.
    4. The separating employee to begin the Separating Employee checklist.

III. Separation Notification Group’s (SNG) Responsibilities

  1. The SNG will receive an emailed notice of separation of employment from People Excellence. As applicable, the group will handle the following:
    1. Cancel all accounts associated with the separating employee. If employee is transferring to another UTSA department, cancel accounts associated with the transferred department only.
    2. Review their records to determine whether there are any outstanding obligations connected to the separating employee.
  2. Email the department’s point of contact the following information as applicable:
    1. Confirmation that all accounts have been or will be terminated on the effective date of separation.
    2. List of property that needs to be recovered.
    3. Confirmation that the separating employee has or is clear of outstanding obligations that need to be settled.

March 2021


Employee Separation

Contact UTSA
Office of People Excellence
(210) 458-4250