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

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 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.

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. 

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. 

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Division of Extension Years of Service Certificate

UW-Madison Retirement Certificate & Governor's Certificate of Appreciation

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. 

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)
   • Notified partners, clients, other applicable parties of departure
2. 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. 
3. Completed exit survey and exit interview (contact hr@extension.wisc.edu if unsure).
4. Returned work-related items or university property
   • Review your employee's checked-out equipment
5. 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. 
6. Reviewed and followed the instructions on Help Desk - Deactivation Timeline for Microsoft 365, Google, Zoom, Box, Qualtrics and Help Desk - Deactivation Notifications for Microsoft 365, Google, Zoom, Box, and Qualtrics. 

Get Help