Ending Employment - Offboarding Checklist - Employees
Note: Employees with a job end date (fixed-term terminal appointments) do not need to send a letter of resignation and can proceed to Tasks to Complete Prior to Departing.
1) Contact Payroll and Benefits
Background
The employee who is retiring or resigning begins the offboarding process by contacting payroll and benefits to determine their last day of work and last day on payroll.
Instructions
- Contact ASU Payroll and Benefits at asu.payrollbenefits@ohr.wisc.edu or call (608) 262-5322.
- Work with ASU Payroll and Benefits to determine if you would like your remaining leave (vacation and holiday) to be paid out in a lump sum or if you would like to use it to extend your time on payroll.
- Notify ASU Payroll and Benefits if you will be retiring and whether you will be collecting a WRS annuity.
- Notify ASU Payroll and Benefits if you will be taking a position in another UW Institution or State Agency and indicate which one.
Get Help
Questions? Contact asu.payrollbenefits@ohr.wisc.edu
2) Send Resignation Letter to Supervisor
Background
After consulting with payroll and benefits, the employee who is retiring or resigning sends their supervisor a resignation letter.
Instructions
- Create an email message using a copy of the resignation template
- Fill out the following information in the resignation template:
- Supervisor (for county-based faculty this will be the AED).
- Last day of work
- Last day on payroll
- Whether or not you are retiring and will be collecting a WRS Annuity
- Whether or not you are taking a position in another UW institution or State Agency and indicate which one.
- Email the completed resignation letter to your supervisor.
Get Help
- For question related to the resignation letter or offboarding process email hr@extension.wisc.edu.
3) Tasks To Complete Prior to Departing
Complete Divisional Offboarding Tasks
1) Send Program Area Reports
2) Complete Knowledge Transfer Document
- Fill out a knowledge transfer document.
- This will serve as a useful resource for the next employee in your position.
- Send a copy to your supervisor and your state program manager.
3) Complete USDA NIFA Training
- This only applies to some employees. Employees who are required to complete the training will receive an email from the Office of the Vice Chancellor for Research and Graduate Education notifying them that they have 30 days to complete the requirement.
- If you have not already and are required to, make sure to complete the NIFA Research Training Requirements (RCR) training (if your position has been fully- or partially-funded by Smith Lever).
- If you are unsure if this applies to you please contact your financial manager
- OFS - Resources - Financial Specialists & Managers Contact List
- Follow the instructions on this Research Knowledge Base article to register for and complete the course in Canvas.
- If you run into any issues, please contact heather.mcfadden@wisc.edu
- Once you have completed the training, you will be sent a confirmation email. You can use this to verify training completion with your supervisor.
4) Verify Civil Rights Files are up-to-date
- Please make sure that your civil rights files are complete, up-to-date, and easily accessible. For guidance on what documentation should be included in your civil rights files, refer to the OAIC Civil Rights Compliance page. If you have any questions, please contact oaic@extension.wisc.edu.
5) Reimbursements and Expense Reports
- Submit outstanding coursework and professional development reimbursements, if applicable.
- Submit outstanding expense reports, if applicable.
6) Notify any partners, clients, or other applicable parties of your departure
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Please work with your immediate supervisor to ensure that you notify all necessary parties regarding your departure.
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Please work with your immediate supervisor to determine the most appropriate backup contacts following your departure.
Complete Payroll Tasks
1) Verify Paid Leave Balances
- Email ASU Payroll and Benefits asu.payrollbenefits@ohr.wisc.edu to verify your actual paid leave balances as of your employment separation date.
University Staff Employees: Balances listed on your monthly leave statement are prorated for the year and may reflect an overpayment of paid leave if you end employment prior to the calendar year (December 31).
2) Complete Final Absence Record
Monthly Employees
- Log into MyUW and complete your final absence report.
- The Payroll Office cannot pay out any unused leave time until you have reported all absences.
- You will be paid all salary earned through the last day of work, including accrued vacation as provided by unclassified staff policies, provided that all absences are reported.
- Log into MyUW and complete your final biweekly timesheet.
- The Payroll Office cannot pay out any unused leave time until you have reported all absences.
- You will be paid all salary earned through the last day of work, including accrued vacation as provided by unclassified staff policies, provided that all absences are reported.
3) Verify Home Address in MyUW is Updated
Review Benefits Information
Employment in another UW-System or State Institution
If you are resigning to begin employment with another UW-System institution, public school district, local government, state agency or other entity through which you will be eligible for Wisconsin Retirement (WRS) benefits, please notify ASU at asu.payrollbenefits@ohr.wisc.edu. Providing this notification will help to ensure that accurate information is communicated to WRS regarding your ongoing benefits eligibility.
Health Insurance Information
If you have questions regarding health insurance after employment separation, retirement account information, etc. prior to leaving employment, please contact ASU at asu.payrollbenefits@ohr.wisc.edu.
Benefit Program Eligibility
- You will receive a letter from Employee Trust Funds (ETF) with information regarding what benefits are available under COBRA after employment ends. The letter will be sent approximately one week after separation of employment.
- Information regarding your benefits upon resignation is also available by contacting the Wisconsin Department of Employee Trust Funds (ETF).
Complete Exit Survey & Interview
- For departing ongoing faculty and staff, Extension HR will send a link to an exit survey and will schedule an exit interview.
- Note that HR will not reach out to terminal appointments that are ending (e.g. Academic Staff or University Staff with a job end date, Temporary Employees, Student appointments). If an employee in a terminal appointment would like an exit interview they should reach out to hr@extension.wisc.edu.
- This exit interview will typically be conducted via zoom given the decentralized structure of our organization. In-person exit interviews on the UW-Madison campus are available upon request. The exit interview will typically be completed prior to an employee’s last day of employment.
- This interview will be informal and will provide exiting employees with the opportunity to provide feedback regarding their employment and to share ideas and any recommendations for improvement. The information collected is kept separate from permanent personnel records and is primarily used to identify trends and strategies for strengthening Extension’s work environments.
- If you have any questions please contact hr@extension.wisc.edu.
Return Work-Related Items
Please make arrangements to return the following items to the appropriate party:
- Office keys and key cards
- Work issued laptop, tablet, stylus, and/or hot spot (see Return Computer Equipment section for departmentally supported equipment)
- Purchasing cards or corporate credit card
- Identification card
- Name badge
- Parking permits
- Computer access authorization codes
- Telephone cards
- Any other work-related or work-issued items
Return Computer Equipment (Departmentally Supported Computers Only)
- Employees in possession of computer equipment supported by DoIT Departmental Support should return equipment to their office and notify the appropriate contact to work with DoIT.
- Make sure to notify the appropriate contact from the list below depending on your work location.
| Group (Location) | Contact |
|---|---|
| Everyone EXCEPT Upham Woods & WGNHS | tony.roman@wisc.edu |
| Wisconsin Geological & Natural History Survey (WGNHS) | peter.schoephoester@wisc.edu |
| Upham Woods Outdoor Learning Center | molly.bodde@wisc.edu |
Questions? Contact hr@extension.wisc.edu
Transfer Ownership of University Data
If your colleagues will need continued access to content that you own in any of these applications after you departing Extension, please make sure to transfer ownership (e.g. open Qualtrics surveys, or previous Qualtrics survey results).
Review How to Obtain Copies of Earning, Tax and Benefit Statements
If you are currently employed at the University of Wisconsin and have accidentally lost access in error, please contact your Human Resources department to confirm that your employment status has been entered correctly.
If you need further assistance after consulting with your HR representative, please contact UW-Shared Services.
How can I access my statements?
Earning statements: Please contact your former payroll office or UW Shared Services - Service Operations Support.
Tax Statements (W-2, 1042-S, Fellowship Tax Letters): You must submit a request using the Duplicate Statement Request Form. Documents from 2018 and later can be requested free of charge.
For questions on Leave and Benefit information or to update your mailing address, please contact UW Shared Services - Service Operations Support.
Contact UWSS Service Operations
When do former employees lose access?
The last day of your role at UW-Madison is the last day you will be able to access your Earning, Leave, Tax, and Benefit Statements.
You will no longer be able to access your employee information or documents the day after your effective date of termination.
What apps are affected?
You will lose access to all Human Resource System tiles, data, and statements in MyUW. Access to these systems is based on an active employement status.
This includes:
- Benefit Information (Benefits statements)
- Payroll Information (Tax and earnings statements)
- Time and Absence (Timesheets and leave balances/reports)
- HR, Payroll and Benefits News
- HRS Approvals
- Manager Time and Approvals
- Mandatory Training
- Performance Management
- Personal Information
Other UW Madison Services
You will still be able to log into the MyUW portal and access non-Human Resource apps (such as Canvas, My Bookmarks, and WisCard Balance) for 24 months after your date of termination.
Please see Leaving the University of Wisconsin Madison for deactivation information for other common services such as Office 365, Zoom, and Google Drive. The deactivation timeline for these specific tools is 90 days long, should you need to backup or transfer ownership of any data.
Request Retirement/Recognition Certificates (if applicable)
Division of Extension Years of Service Certificate
Background
Retiring employees or employees with 10 or more years of service may receive a retirement/recognition years of service certificate signed by the Dean of Extension. The supervisor will initiate the process.
Instructions
- The supervisor will email the Dean’s Executive Assistant Lisa Brennan (lisa.brennan@wisc.edu), the request for a retirement/recognition certificate. If possible, please allow at least two weeks prior to the retirement/end date for processing.
- Lisa will email the supervisor a retirement/recognition template to be completed and returned to her. If there is a retirement celebration event, please include in your email request the date along with the address for the physical mailing of the certificate.
- Lisa will mail a framed retirement/recognition certificate signed by the Dean.
Get Help
- For question related to the retirement/recognition years of service certificate contact Lisa Brennan via email lisa.brennan@wisc.edu or call 608.263.2775.
UW-Madison Retirement Certificate & Governor's Certificate of Appreciation
- The Administrative Services Unit (ASU) will request a UW-Madison retirement certificate for employees after their last day on payroll and requests take up to 30 days to process.
- This also includes requesting a certificate of appreciation from the governor's office for employees who have 15 or more years of service.
- If you would like to request this early, please contact hr@extension.wisc.edu.
Set out of Office Reply
- If there is a significant gap between your last day worked and the end of your employment (e.g. retirement and taking extended leave until the end of employment after last day in office), please be sure to set an appropriate out of office reply in outlook that will direct anyone who might contact you to an appropriate backup.
- Employees will remain in the Extension Staff Directory until their termination date in HRS.
4) Tasks to Complete After Departing
MFA-Duo Devices
Transferring within UW-Madison
During the roll-out phase through mid-Spring of 2019, if you are transferring to a division or department that has not yet implemented MFA-Duo please retain your MFA-Duo device(s) as you will eventually be required to use them when your new division / department is onboarded.
If you have not personally been required to use MFA-Duo with your NetID and are transferring to a division / department that uses MFA-Duo, please click here to get started in registering your device.
When transferring to another division or department within UW-Madison that also uses MFA-Duo you can continue to use the same device(s) without interruption of service.
Transferring within UW to an institution that also uses Duo
Smart device users can continue to use their existing MFA-Duo configuration to access UW-Madison resources but would want to add their new campus Duo service in the Duo application.
Token/fob users would need an additional token from their new campus as any individual token can only be active in one Duo service.
Leaving UW / Retiring
Owing to delays in entry or periods where you may be remaining active before termination (sabbatical, vacation, etc) you may continue to be associated with your former UDDS.
As a result you will want to continue to retain your smart device app and/or keyfob in order to authenticate to Duo if required when accessing former employee resources (such as your W2, benefit information, etc).
Once you stop being prompted regularly for Duo while logging in with your NetID and password, it is safe to uninstall the Duo application from your smart phone unless you use it at other institutions.
Duo tokens/fobs do not need to be returned to the University or the DoIT Help Desk. They should be disposed of following electronic recycling guidelines: https://dnr.wisconsin.gov/topic/Ecycle/Electronics.html.
- Tokens and Fobs will automatically be de-registered from a user in our database once access to Duo is removed.
- Due to battery limitations, tokens and fobs will not be reused.
- Tokens and Fobs can be returned to the Help Desk to be recycled. Once returned to the Help Desk for recycling, we can not retrieve the old token (ex: a token is given to the Help Desk for recycling but then the customer realizes they still need it) - however, we can issue a new one.
City of Madison drop-off electronics/key fob recycling locations:
- 4602 Sycamore Ave, Madison, WI 53704
- 402 South Point Rd, Verona, WI 53593
- 121 E Olin Ave, Madison, WI 53713
For hours of operation and additional locations, please check: City Of Madison - Drop-off Sites
Tokens/fobs can also be taken to any recycling center that accepts electronic devices.
Leaving UW / Retiring
Once your Human Resources department updates your affiliation status to indicate that your employment has been terminated, you will no longer be able to access your employee information in HRS. To do so please regard the next section in this document labeled "Accessing Earning, Leave, Tax, and Benefit Statements after Leaving UW / Retiring".
Accessing Earning, Leave, Tax, and Benefit Statements after Leaving UW / Retiring
If you are currently employed at the University of Wisconsin and have accidentally lost access in error, please contact your Human Resources department to confirm that your employment status has been entered correctly.
If you need further assistance after consulting with your HR representative, please contact UW-Shared Services.
How can I access my statements?
Earning statements: Please contact your former payroll office or UW Shared Services - Service Operations Support.
Tax Statements (W-2, 1042-S, Fellowship Tax Letters): You must submit a request using the Duplicate Statement Request Form. Documents from 2018 and later can be requested free of charge.
For questions on Leave and Benefit information or to update your mailing address, please contact UW Shared Services - Service Operations Support.
Contact UWSS Service Operations
When do former employees lose access?
The last day of your role at UW-Madison is the last day you will be able to access your Earning, Leave, Tax, and Benefit Statements.
You will no longer be able to access your employee information or documents the day after your effective date of termination.
What apps are affected?
You will lose access to all Human Resource System tiles, data, and statements in MyUW. Access to these systems is based on an active employement status.
This includes:
- Benefit Information (Benefits statements)
- Payroll Information (Tax and earnings statements)
- Time and Absence (Timesheets and leave balances/reports)
- HR, Payroll and Benefits News
- HRS Approvals
- Manager Time and Approvals
- Mandatory Training
- Performance Management
- Personal Information
Other UW Madison Services
You will still be able to log into the MyUW portal and access non-Human Resource apps (such as Canvas, My Bookmarks, and WisCard Balance) for 24 months after your date of termination.
Please see Leaving the University of Wisconsin Madison for deactivation information for other common services such as Office 365, Zoom, and Google Drive. The deactivation timeline for these specific tools is 90 days long, should you need to backup or transfer ownership of any data.
See accessibility & usability information
We work with our users to address access and usability barriers in the MFA user experience. Learn details about known access barriers and workarounds at MFA-Duo - Accessibility & Usability Information. If you encounter a barrier or need assistance, please contact the DoIT Help Desk or call (608) 264-4357.
For questions regarding how to get access to the MFA mobile app contact the DoIT Help Desk at (608) 264-4357 or email help@doit.wisc.edu.
How to get access to a Security Key or Duo Token/Fob
Students
Students, to obtain a token/fob, please contact the DoIT Help Desk (608) 264-4357 or email help@doit.wisc.edu. Students with disabilities can also request a token or security key at the McBurney Disability Resource Center, 702 W. Johnson St., Suite #2104, Madison WI 53715 on the 2nd floor.
Faculty, Staff, and Researchers
Employees can get access to devices for MFA at their Human Resources Office or IT department. For questions contact the DoIT Help Desk at (608) 264-4357 or email help@doit.wisc.edu.
Review Benefit Program Eligibility
Review the benefit program eligibility letter sent to you approximately one week after separation of employment. If you have any questions please contact hr@extension.wisc.edu.