Topics Map > Supervisor Toolkit > 2.7 Transitioning Employees from Extension Service
Topics Map > Operational Support Resources > 4.7 Human Resources > 4.7.9 Ending Employment
Ending Employment - Offboarding Checklist - Supervisors
Supervisors: This list will generally apply to your direct reports who are ongoing Faculty, Academic Staff, Limited, and University Staff employees who are resigning or retiring. There are other employee classifications and durations (terminal) that some of these items may apply to. Please use your discretion when determining which items apply to which departing employee. If you have any questions, please reach out to hr@extension.wisc.edu.
Click Here to Download the Offboarding Checklist
Prior to Employee's Last Day
1) Approve Resignation Letter
Background
- The employee kicks off the offboarding process by sending their supervisor their resignation letter.
- Once the supervisor reviews and approves the resignation letter, they send it to hr@extension.wisc.edu and any other relevant administrative staff.
- ASU Payroll has 5 days from when the employee notifies Extension that they intend to leave to send COBRA information (which is sent by ETF). ETF only sends this information once it is entered into HRS (by ASU). ASU needs to enter it into HRS immediately upon receipt of a resignation.
Instructions
- Review the resignation letter to verify that all required information is complete
- Supervisor
- Last day of work
- Last day on payroll
- Whether or not they are retiring and will be collecting a WRS Annuity
- Whether or not they are taking a position in another UW institution or State Agency and which one.
- Sign the resignation letter (can respond if email) and include the following information:
- Statement of acceptance (e.g. “I accept this retirement/resignation”)
- Name
- Title
- Date of acceptance
- Send to Extension HR (hr@extension.wisc.edu) and any other relevant administrative staff. They will verify that all resignation letter requirements are documented (and will work with the supervisor if not).
Get Help
For question related to the exit letter or offboarding process, email hr@extension.wisc.edu.
2) Customize Exit Letter (If Applicable)
Background
- The appropriate administrative support staff will send the employee resigning or retiring an Exit Letter with required tasks they need to complete prior to leaving.
- If the supervisor would like to customize the exit letter, they should ask the administrative support staff before it is sent.
Instructions
- Review the Exit Letter and add any custom language prior to sending.
- Send the updated Exit Letter to the administrative support staff. They will send the approved resignation letter and exit letter to the employee.
Get Help
For question related to the exit letter or offboarding process, email hr@extension.wisc.edu.
3) Remind Employee to Begin Working on Offboarding Tasks
Background
- Employees departing Extension have an offboarding checklist that they should work through prior to leaving the organization.
- Supervisors should encourage employees to begin working on the checklist prior to their last day to assist with a smooth offboarding.
Instructions
- Encourage employee to begin working through the employee offboarding checklist.
- Encourage employee to complete the exit survey and attend the exit interview scheduled by Extension HR.
- Encourage employees to begin working through any location-specific (county) offboarding items (e.g. county property or work-related items).
Get Help
For question related to the exit letter or offboarding process, email hr@extension.wisc.edu.
4) Request Retirement/Recognition Certificate (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.
5) Announce Retirement (if applicable)
Background
Supervisors (in collaboration with the employee) who would like to announce retirements will need to email Inside Extension to have the retiree included in the next publication.
Instructions
Email matthew.call@wisc.edu to have the retiree included in the next Inside Extension.
Get Help
Questions? Contact hr@extension.wisc.edu.
6) Verify Completion of Offboarding Tasks
Background
- Employees departing Extension have an offboarding checklist that they should work through prior to leaving the organization.
- Supervisors should verify the completion of key items on the employee checklist in the last 1-2 weeks of their employment to assist with a smooth offboarding.
Instruction
Verify that the employee has completed the following offboarding tasks:
- Divisional Offboarding Tasks
- Payroll Tasks
- Submitted final absence/leave request or timesheet
- Updated home address in MyUW
- Notified asu.payrollbenefits@ohr.wisc.edu if they will be starting employment with any other UW-System institution, public school district, local government, state agency, or other entity to be eligible for Wisconsin Retirement (WRS) benefits.
- Encourage employees to contact asu.payrollbenefits@ohr.wisc.edu if they have any questions regarding health insurance after employment.
- Completed exit survey and exit interview (contact hr@extension.wisc.edu if unsure).
- Returned work-related items or university property
- Backed up personal data and transferred ownership of university data (e.g. O365, G Suite, Box, Qualtrics). Follow the steps on the Leaving UW-Madison Checklist.
- Reviewed and followed the instructions on Help Desk - Deactivation Timeline for Microsoft 365, Google Workspace, Zoom, Box, Qualtrics and Help Desk - Deactivation Notifications for Microsoft 365, Google, Zoom, Box, and Qualtrics.
Get Help
For question related to the exit letter or offboarding process, email hr@extension.wisc.edu.
On Employee's Last Day
Last Day Tasks - Ensure that the employee:
- Cleans work area and removes personal belongings
- Submits remaining time and absences
- Returns work-related items (keys, p-card, uniforms, tools, etc.)
- Returns checked-out equipment (computer, phone, etc.)
- Sets an auto-reply on their email account
- Forwards all voicemail to division department or main phone
If you need to remove the employee from divisional email lists prior to the standard deactivation timeline (Help Desk - Deactivation Timeline for Microsoft 365, Google Workspace, Zoom, Box, Qualtrics), please notify hr@extension.wisc.edu.
After Employee's Last Day
Approve Time and Absence
- Approve all submitted time and/or absences.
- Link to Time and Absence Help for Manager Self Service (MSS)
Knowledge Transfer Document
- Review completed knowledge transfer document and take action regarding task reassignment and/or temporary delegation.
Building Access
- Notify building manager to remove building access.