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Ending Employment - Offboarding Checklist - Human Resources

A list of critical components that an Extension HR and ASU OHR should complete when an employee leaves the organization as part of the offboarding process.

Download Offboarding Checklist

Download Offboarding Workflow Diagram

 

Prior to Last Day

Extension HR

  • Ensure resignation designates the last day on payroll and last day worked.
  • Ascertain whether or not the employee is going to work for another UW-System Institution or State Agency.
  • Ensure resignation and acceptance emails are sent to ASU.
  • Offer departing employee well wishes, link to offboarding materials and offer an exit interview.
  • Conduct exit interview (if requested by employee)
  • If the employee is retiring and has applied for emeritus status, but their request will not be processed before their retirement date, email retiredID@ohr.wisc.edu to set up the employee as a Retiree to ensure continued access to certain campus facilities and IT tools. 

Administrative Services Unit (ASU)

  • Work with employee to determine last day on payroll (Payroll & Benefits).
  • Calculate remaining accrued leave balance and inform employee.
  • If employee is going to work for another UW-System Institution or State Agency, work with that entity to ensure that leave balances transfer appropriately.

Last Day

Extension HR

  • Work with supervisor to ensure that employee has completed necessary offboarding tasks.

After Last Day

Extension HR

  • Work with supervisor regarding next steps for vacancy (supervisor initiates this process).
  • Review exit survey feedback from departing employee.

ASU

  • Update HRS appropriately.

Other

  • ETF will provide the departing employee with information on ending or continuation of benefits (COBRA).

If Employee is Supervisor

Extension HR

  • Work with employee's supervisor to determine who will be the new or temporary approver for all of the supervisees.
  • Update "Reports To" manager in PMDP for all supervisees.

ASU

  • Update TL Security in HRS to new or temporary time approver for all supervisees.
  • Update "Reports To" manager in HRS to new or temporary supervisor for all supervisees.
  • Generally updated twice: once to an interim supervisor and then to the replacement supervisor after a recruitment has been conducted.




Keywords:Offboarding Ending Employment Retirement Resignation Supervisor Employee OPA Ext HR ASU OHR Letter Exit Work Related Items Directory WiscLists Human Resources   Doc ID:102944
Owner:Nathaniel S.Group:Extension Employee Handbook
Created:2020-06-10 10:36 CSTUpdated:2021-03-02 16:40 CST
Sites:Extension Employee Handbook
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