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.

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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
  • 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

· Terminating Employees in Workday

· Policy 208 – Termination of Employment

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
  • 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 Shared Services Office that a one-time payment needs to be processed
  • Ensure accruals from UChicago Time have been uploaded to 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

· Layoff Justification and Reduction in Hours Form

· Terminating Employees in Workday

· Policy 207 – Layoff

· Policy 208 – Termination of Employment

· Quick Closure