Exits Checklist for Human Resource Partners


Purpose

This document contains a checklist of things a Human Resource Partner needs to do when an employee exits the University. 

Not what you are looking for? Use the button below to visit our Library and find the information you need! 

Library of Workday Knowledge Base Articles

Voluntary Exits – Suggested To-Do’s

Before or On Employee’s Final Day:

Links to Resources:
  • Manage communications with the unit regarding changes in staff personnel.
  • IMPORTANT: If the worker holds any security roles in Oracle and/or Workday, please see the Approver Roles Departure Process resource link for additional actions to take.
  • Acknowledge resignation in writing/email to employee.
  • Discuss and verify PTO accruals with employee’s supervisor, and if necessary, inform the Budget Partner of any PTO or other one time payments.
  • Ensure accruals from UChicago Time have been uploaded to Workday.
  • Ensure a resignation letter from employee is uploaded to Workday.
  • Remove local unit-specific systems, communications, and building access on final day of employment. Notify local unit IT and facilities of employee’s termination date.
  • Collect University property (including badge, electronics, and GEMs card).
  • Ensure the employee personnel file is complete in Workday
  • Assist supervisor and employee with the transition of responsibilities (possible options: temporary employment, vacancy posting, reassignment of responsibilities to another employee, etc.)
  • Conduct exit interview, if necessary
  • Discuss with employee accrual payout, final paycheck, W-2, insurance matters and anything else
  • Employee maintains self-service access in Workday until April of the following year.
    • Terminated workers will maintain Workday access to the Benefits and Pay application and the Personal Information application.
      • Within the Benefits and Pay application a terminated worker can only see the Benefits and Pay tabs, and not the Compensation tab.
        • Under the Benefits tab they can only see ACA Forms and under the Pay tab they can only see Payments and Tax.
      • Within the Personal Information application, a terminated worker only has access to change their Contact Information and Emergency Contacts. They can only view their Addresses, Email Addresses, Address Changes, Phone Numbers, and Worker Documents.
        • A terminated worker can update their Addresses, Email Addresses, and Phone Numbers by searching for My Contact Information in the search bar at the top of Workday and accessing the report that populates.

 

Involuntary Exits – Suggested To-Do’s

Before or On Employee’s Final Day:

Links to Resources:
  • Ensure all matters (including documentation, termination/layoff letter, and approval) have been finalized with the Employee & Labor Relations team.
  • Manage communications with the unit regarding changes in staff personnel
  • IMPORTANT: If the worker holds any security roles in Oracle and/or Workday, please see the Approver Roles Departure Process resource link for additional actions to take.
  • Confirm documentation (e.g. severance letter) has been uploaded to Workday.
  • Initiate one-time payment for severance, or indicate in the termination comments to the Service Delivery Network that a one-time payment needs to be processed
  • Ensure PTO accruals reflect accurately in Workday.
  • Remove local unit-specific systems, communications, and building access. Notify local unit IT and facilities of employee’s termination date.
  • Collect University property (including badge, electronics, and GEMs card).
  • Ensure the employee personnel file is complete in Workday.
  • Assist supervisor with the transition of responsibilities (possible options: temporary employment, vacancy posting, reassignment of responsibilities to another employee, etc.)
  • Discuss with employee accrual payout, final paycheck, W-2, insurance matters and anything else.
  • If necessary, submit Quick Closure ServiceNow request
  • Employee maintains self-service access in Workday until April of the following year.
    • Terminated workers will maintain Workday access to the Benefits and Pay application and the Personal Information application.
      • Within the Benefits and Pay application a terminated worker can only see the Benefits and Pay tabs, and not the Compensation tab.
        • Under the Benefits tab they can only see ACA Forms and under the Pay tab they can only see Payments and Tax.
      • Within the Personal Information application, a terminated worker only has access to change their Contact Information and Emergency Contacts. They can only view their Addresses, Email Addresses, Address Changes, Phone Numbers, and Worker Documents.
        • A terminated worker can update their Addresses, Email Addresses, and Phone Numbers by searching for My Contact Information in the search bar at the top of Workday and accessing the report that populates.