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Ending Employment - Offboarding Checklist - Supervisors

A list of critical components that an Extension supervisor should complete before their employee leaves the organization as part of the offboarding process.

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 the relevant administrative support staff and hr@extension.wisc.edu and asu.exthr@ohr.wisc.edu
  • ASU 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

  1. 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.
  2. 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
  3. Send to hr@extension.wisc.edu, asu.exthr@ohr.wisc.edu and the appropriate administrative support staff. Extension HR 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

  1. Review the Exit Letter and add any custom language prior to sending.
  2. 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

Instructions

  • Encourage employee to begin working through the employee offboarding checklist.
  • Encourage employee to reach out to Exension HR to conduct an exit interview.
  • 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) 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

5) 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:

  1. Divisional Offboarding Tasks
    • Submitted program area report(s)
    • Completed knowledge transfer document
    • Completed USDA NIFA training
    • Updated civil rights files
    • Submitted outstanding reimbursement and expense reports (if applicable)
  2. Payroll Tasks
    • Submitted final absence/leave request or timesheet
    • Updated home address in MyUW
  3. Completed Exit Survey (or interview if they chose that option)
  4. Returned work-related items or university property
  5. Backed up personal data and transferred ownership of university data.

Get Help

For question related to the exit letter or offboarding process, email hr@extension.wisc.edu.

After Employee's Last Day

Approve Time and Absence

Knowledge Transfer Document

  • Review completed knowledge transfer document and take action regarding task reassignment and/or temporary delegation.




Keywords:Offboarding Ending Employment Retirement Resignation Supervisor Employee OPA Ext HR ASU OHR Letter Exit Work Related Items Directory WiscLists Human Resources   Doc ID:102942
Owner:Nathaniel S.Group:Extension Employee Handbook
Created:2020-06-10 10:34 CSTUpdated:2021-02-23 08:04 CST
Sites:Extension Employee Handbook
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