When an employee separates from the university, it is the manager’s responsibility to ensure the process is conducted smoothly and with sensitivity. There are a variety of reasons that employees separate from the university. Regardless of the circumstances, managers must be equipped with the knowledge and skills to lead employees through this transition.
Status Change – Separation
Units must notify Human Resources of all types of separations via the Separation Form. Upon receipt of a resignation notice, this form should be completed and forwarded to Upstate Human Resources (academic units should forward the completed form to Academic Affairs). Any applicable documents should be included with this form, including an employee’s resignation letter and the manager’s acceptance of resignation. If the separation action is not submitted by established payroll deadlines, the separating employee will continue to receive paychecks.
Resignation Letter of Acceptance
Supervisors are encouraged to follow best practices in receipt of resignation providing written acceptance of a written resignation and following an oral acceptance of an oral resignation with written confirmation.
Employee Separation Checklist for Managers
After an employee’s last day of employment, the employee’s supervisor should complete the Separation Checklist. The completed form should be sent directly to Upstate Human Resources.
Online Exit Questionnaire
Once the Division of Human Resources in Columbia is notified of an employee’s separation, the Employee Relations Office will provide the employee with access to an online questionnaire, which requires a password and is voluntary to complete. The Division of Human Resources receives and maintains all responses to the questionnaire. There are two different surveys for employees who are separating employment:
- One survey is designed for faculty
- One survey is designed for classified and unclassified staff, and research grant or time-limited staff
Access to HCM/PeopleSoft Employee Self Service
Upon separation from employment, an individual will have access to HCM/PeopleSoft for 45 days. During this time an individual may access his/her paystubs, access electronic W-2 forms as applicable, and update his/her address.