Departing employees should follow this checklist when departing from the Center for Healthy Minds.

CHM Employee Departure Checklist 

Directions for Completing the Checklist 

• Click the DocuSign link above to navigate to the CHM Employee Departure Checklist PowerForm
• Enter your first and last name & work email address
  • You do not need a DocuSign account to fill out this form
• Complete the form 
  • If you need to finish the form at a later date, please click the Finish Later button. This will save your progess and you will receive an email with a link to your unfinished form to complete at a later date.
• When finished, click Submit. 
  • HR (Lisa Wesley - lawesley@wisc.edu) will automatically be notified that you have completed the form.

NOTE: Below is a preview of the information on the checklist. 

Faculty and staff often have questions when leaving their position with the University of Wisconsin-Madison. We hope you find this document helpful in addressing your questions. If you require further information, please contact Lisa Wesley, CHM Human Resources, at lawesley@wisc.edu or 608-262-0196.

Resignation/Retirement Notice

Make sure your supervisor has your resignation/retirement in writing (if you have not already done so). Your letter or email should include your last day at work and, if different, your estimated last date paid. Your last day paid must be verified with Human Resources.

Leave Balances and Payout: Consult with Human Resources as soon as possible regarding your leave balances. Most employees who resign or retire may elect to use accrued vacation, vacation carryover, banked leave, and floating and personal holidays to extend the end date of their appointment or receive a lump sum payout of accrued leave at termination (this does not apply to employees who are laid off or non-renewed). When employees move from one appointment to another within UW-Madison, any current vacation earned during the calendar or fiscal year transfers to the new leave-eligible appointment. Leave in a banked or ALRA account also transfers to the new position. For movement to any leave-eligible position within UW-Madison, the new hiring unit must accept vacation carried over from a prior year and/or banked leave hours. Leave balance use and payouts may vary by employment type.

Please review the following page if you are transferring to another state agency https://hr.wisc.edu/benefits/qualifying-life-events/employment-changes/transfer-to-a-state-agency/

Benefits:

Resignations - Detailed information regarding benefits upon termination can be found at: https://hr.wisc.edu/benefits/qualifying-life-events/employment-changes/benefits-at-termination/. Health insurance premiums are generally paid in the month they occur. Your employment benefits information will be sent by the UW-Madison benefits office (not CHM HR/Payroll). If you would like to plan for continuing or converting your coverage, please contact a UW-Madison benefits specialist before terminating your employment at: 608-265-2257 | Fax: 608-265-1456; or E-mail: benefits@ohr.wisc.edu.

If you transfer directly with no break in employment from one UW System institution to another, your benefits will automatically transfer with you (the University of Wisconsin is considered one employer). Transferring from one employment type to another may require additional action.

If you are transferring to another state agency, please see the following page for reference https://hr.wisc.edu/benefits/qualifying-life-events/employment-changes/transfer-to-a-state-agency/

Retirements - Detailed information regarding benefits upon termination can be found at: https://hr.wisc.edu/retirement/

By Last Working Week 

• Enter leave (Exempt staff) of your time and leave (Non-Exempt staff) following procedures for recording time and/or absence previously established. Please remember to enter all future leave through your last day to be paid
  • If you are using leave time to extend your end date, you must verify with Human Resources that you have enough leave available to extend to your desired end date.
• If you were a Scientist/Researcher complete a CHM Alumni Survey in order to be added to the Alumni page on the CHM website (optional). 
• Submit all expense reports and have them fully approved before your end date in order to ensure proper reimbursement. For assistance, contact Debra Dawidziak at chm_purchasing@chm.wisc.edu.
• If you are the Principal Investigator (or delegate) of one or more grant rewards, please confirm that you have no effort tasks in your Employee Compensation Compliance (ECC) work list prior to your last working day. For assistance, contact Alyssa Gerarden at agerarden@wisc.edu. 

By Final Working Day

• If your home or email address is changing, update your contact information in the MyUW Portal and provide your future contact information to Human Resources specialist Lisa Wesley at lawesley@wisc.edu. 
  • This is important so any future correspondence, including tax forms, are sent to the correct address.

CHM Equipment and Your Desk 

• Return your Kennedy key fob to Sarah Keib directly or place in a sealed envelope (write your name on front) and deposited in the box on her desk (145-13E) labeled "Key Return"
• Desk filing cabinet key(s) should be left in the filing cabinet (if you have any other filing cabinet keys, please return to Sarah Keib)
• Return the following items to Brendon Panke or make arrangements with your supervisor to return these items. You may leave these items on Brendon's desk (145-13D) at the Kennedy Building (if local):
  • Laptop (if applicable)
  • Items from the CHM Library 
• Leave the following study equipment on your desk or plan with your supervisor how to return these items if working remotely:
  • Any study mobile electronics that they are the primary holder of (if applicable)
  • Any paper study files you have
  • Any additional study materials that you have
• Remove all personal items from your desk. Your personal items that are left behind will be disposed of.
• If you have a desk phone, forward any important stored messages to the appropriate person. Your phone number will be disconnected following your last working day.
  • if your desk phone number needs to remain open, notify Brendon (bjpanke@wisc.edu)
• If you have Waisman building access:
  • Waisman: email Spencer Eckerty (seckerty@wisc.edu) with your name to have your Waisman Key watcher access removed

Additional Information 

• Complete a CHM Exit Interview or schedule an exit interview meeting with Lisa Wesley prior to your end date. We understand that your last days are quite busy. You may complete the online survey when it is convenient for you. Your survey will remain available one month after it is started. Your honest input and comments are important to us as an employer, we are hopeful that you will be willing to take the time to share your thoughts with us through this exit interview survey. Your responses will be shared shortly after receipt with Human Resources and CHM Senior Leadership (Director, Associate Director, and Chief of Staff to the Director). Responses may be shared with others as needed in order to effect necessary change within the organization and improve the center's work environment. Please contact CHM Human Resources with any questions or concerns. 
  • Completing the exit interview is optional
• Retirees: Contact ETF as well as meet with a UW Benefits Specialist (to calculate your sick leave credits and other benefits options). Please let CHM HR know if you would like any lump sum payout amounts to be allocated to your 403(b) or other account. Information regarding retirement is found at this link: https://hr.wisc.edu/retirement/.
• NetID/IT Services: Generally, employees who leave the university (exception for retirees) will have their NetIDs deactivated. More information regarding UW- Madison IT services deactivation (Microsoft 365, Google Workspace, Zoom, Box, Qualtrics) can be found at this link: https://kb.wisc.edu/79844. If you transfer to another UW position your NetID will remain active.
• Brain Imaging Account: Your brain imaging (BI) account will be closed following your last working day, unless you will be retaining IRB access or will have an Honorary Fellowship appointment with CHM. 
• Parking: To cancel your UW parking permit, complete the "parking cancellation form" and return all permits to a Transportation Services Office. Parking vendors outside of UW should be contacted directly.