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
- 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 katharine.widlak@wisc.edu.
- 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 or katharine.widlak@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) ECRT Form
- Complete an Effort Certification and Reporting Technology (ECRT) form.
- If the work of your position needs to be certified for the purposes of federal funding, you will be mailed an Extension Effort Certification and Reporting Technology (ECRT) form to your home address when it is available.
- The federal government requires that each staff member certify their own effort, even those who have left Extension employment. You will be asked to verify the numbers, make any necessary changes, sign and return the form before the end of the designated processing period.
5) Verify Civil Rights Files are up-to-date
- Verify that your program civil rights files are up to date
- Please make sure that all of your program civil rights files are up to date, and in a place where they can be easily located. For a listing of what needs to be included in the files, please refer to the Your Civil Rights Files - Office of Access, Inclusion & Compliance.
6) Reimbursements and Expense Reports
- Submit outstanding coursework and professional development reimbursements, if applicable.
- Submit outstanding expense reports, if applicable.
7) 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
Background
As you are leaving the organization, we would like to take the opportunity to learn from your experience and insights to help us to identify trends that may need to be addressed in order to improve the workplace for current and future employees. This in turn allows us to strengthen our organization. Complete either the exit survey or an exit interview with Extension HR prior to departing the organization.
Instructions
- Complete an exit survey (click to complete survey)
- Complete an exit interview (please contact Extension HR if you are interested in this option)
- Contact hr@extension.wisc.edu to schedule this meeting.
- The interview will be conducted in person (if possible), or via zoom, or phone.
- 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.
- The exit interview may be completed prior to an employee’s last day of employment or within the first few weeks that follow.
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 | john.celley@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 Office 365, Google, Zoom, Box, Qualtrics
Help Desk - Deactivation Notifications for Office 365, Google, Zoom, Box, and Qualtrics
Review How to Obtain Copies of Earning, Tax and Benefit Statements
Why am I losing access?
Your affiliation with the university determines your access to many campus services. When 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.
If you believe you have lost access or been directed to this page in error, please contact your Human Resources 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?
HRS
You will lose access to Human Resource Services on your role's appointment end date. This includes earning, leave, tax, and benefit statements.
MyUW
You will lose access to the MyUW Portal 24 months after your appointment end date.
Other Services
For deactivation information for other common UW Madison services, please see Leaving the University of Wisconsin Madison.
What should I do to access my HRS information?
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.
To request copies of Earning statements, please contact your former payroll office or email UW Shared Services - Service Operations Support at serviceoperations@uwss.wisconsin.edu.
To request copies of Tax Statements (i.e. W-2), you must submit a request using the Duplicate Statement Request Form.
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.