Topics Map > Employee Handbook > 1.20 Ending Employment
Topics Map > Operational Support Resources > 4.7 Human Resources > 4.7.9 Ending Employment
Ending Employment - Offboarding Checklist - Employees
Employees are responsible for providing their supervisor with a written notice (e.g. email) of resignation or retirement (please note that fixed-term terminal appointments do not need to provide notice). This notice must include the employee's last day of work and last day on payroll if they intend to use leave to extend their end date. This notice (or the job end date for a fixed-term terminal employee) begins the offboarding process for Extension - the details of this process are below.
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.
Click Here to Download the Offboarding Checklist
1) Send Resignation Letter to Supervisor
Background
The employee who is retiring or resigning kicks off the offboarding process by emailing a resignation letter to their supervisor.
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
- If you would like your remaining leave (vacation and holiday) to be paid out in a lump sum, this will be the same as your last day of work.
- If you do not want your remaining leave (vacation and holiday) paid out in a lump sum and would like to extend your time on payroll, please contact ASU Payroll and Benefits at asu.payrollbenefits@ohr.wisc.edu. Or (608) 262-5322.
- 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.
- For questions related to the last day of payroll email asu.payrollbenefits@ohr.wisc.edu.
2) 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. 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 |
|---|---|
| Extension Building, Pyle Center, Lowell Center, Area Extension Directors, Milwaukee County Employees | greg.johll@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
Backup Personal Data and Transfer Ownership of University Data
- Review Help Desk articles on steps to take before losing access to O365, G Suite, Box, and Qualtrics.
- 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 the deactivation timeline and notifications of IT services articles.
Help Desk - Deactivation Timeline for Microsoft 365, Google, Zoom, Box, Qualtrics
Help Desk - Deactivation Notifications for Microsoft 365, Google, Zoom, Box, and Qualtrics
Review How to Obtain Copies of Earning, Tax and Benefit Statements
Jump to: How can I access my HRS information?
Why am I losing access?
After your employment has ended, you will no longer be able to access your employee information or documents. Access to these systems is based on an active employement status.
If you are a current employee of the University of Wisconsin and have lost access in error, please contact your Human Resources department to confirm your employment status has been correctly entered. If further assistance is needed after consulting with your HR representative, please contact UW-Shared Services.
When will I lose access?
You will lose access to all Human Resource System tiles, data, and statements in MyUW the day after your effective date of termination.
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
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.
Other UW Madison Services
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 specifically listed tools is 90 days long, should you need to backup or transfer ownership of any data.
How can I access my HRS information?
Earning statements: Please contact your former payroll office or email UW Shared Services - Service Operations Support at serviceoperations@uwss.wisconsin.edu.
Tax Statements (i.e. W-2): You must submit a request using the Duplicate Statement Request Form. Documents from the previous calendar year 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 at serviceoperations@uwss.wisconsin.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.
3) Tasks to Complete After Departing
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.