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The end of an employment relationship may be described in two ways: separation or termination.
While an employee is leaving the university, the circumstances by which the employee departs are different. Terminating or laying off an employee is never easy. Here you'll find a checklist and other resources to help you manage the employee's departure.
Several guides that review details, "When employment ends," from Stanford Benefits, are useful for employees leaving the university's employ for varying reasons. Review When Employment Ends guides.
This transition plan template may assist with the transfer of knowledge for those exiting.
Review Administrative Guide 2.1.9 Separation from Employment
End of Employment Checklist
- Immediately notify your HR professional of your employee’s departure and effective date. Submit the completed Termination/Transfer Form at least one week prior to the end of employment or last day worked.
- Your school/unit may participate in the Exit Survey process, where the exiting employee may be asked to complete an anonymous survey, so their honest feedback can help improve the employee experience at Stanford and within your school/unit.
- HR Transaction Services' clients: The Termination/Transfer form must be submitted for processing by your HR professional.
- Ensure that your employee's Axess Timecard has been completed and approved at least two days prior to the last day worked.
- Exempt employees require time taken off to be entered. Non-exempt employees require actual hours worked (in/out times) and time off to be entered. Vacation accrual calculations for non-exempt employees require actual hours worked.
- Your HR professional will finalize your employee's records in PeopleSoft and the AXESS Timecard, as well as process the request for the final paycheck for pick up after 3 p.m. on the last day of work if your employee is not taking terminal vacation.
- If your employee is resigning, obtain a letter of resignation and forward the original to your HR professional.
- Communicate the departure of your employee to your team, consulting with your HR professional if needed.
- Retrieve building and other keys, including keys to university-owned vehicles, from your employee.
- Retrieve your employee's university ID card and forward it to your HR professional. If you're employee is retiring as an official university retiree, he or she can keep the ID card.
- Retrieve or verify the return of all university property (e.g., cell phone, pagers, laptops, portable terminals, and other equipment). We recommend this be done through the Department Property Administrator (DPA).
- Ensure that your employee leaves all university reference materials (e.g., department files, manuals, computer files) and returns any library materials.
- Verify that travel advance/expense report balances equal zero and make sure any outstanding expense reports are submitted for payment.
- Cancel university credit cards (PCard, American Express, and phone); a termination list will be sent to Travel & Reimbursement.
- Cancel petty cash authority, financial read, and signature authority.
- Cancel or transfer subscriptions and professional memberships.
- Verify that all petty cash reimbursements for the employee are completed.
- Consider security matters such as changing passwords on shared computer accounts, disabling access to shared files, alarm or entry codes.