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UPPS 04.04.50 - Separation of Employment and Interdepartmental Transfers

Separation of Employment and Interdepartmental Transfers

UPPS No. 04.04.50
Issue No. 6
Effective Date: 7/14/2017
Next Review Date: 6/01/2021 (E4Y)
Sr. Reviewer: Assistant Vice President for Human Resources


    1. The primary purpose of this document is to set forth Texas State University policies and procedures regarding check-out procedures for faculty, staff, and student employees who are separating from university employment or transferring to a position in another university department.

    2. A second purpose is to ensure that all financial obligations are cleared, that all access privileges are appropriately rescinded, and that university equipment and property are returned before a separating employee leaves the university. To leave in good standing, employees must return all university property and keys.

    3. Employees who are retiring should refer to Section 06. of UPPS No. 04.04.52, Retirement Programs, for additional steps relating to retirement and to the Retirement Process Guidelines located on the Human Resources website.


    1. Student Workers and Non-Student Non-Regular Staff Paid Semi-Monthly (Hourly)

      Department heads are responsible for ensuring that all time worked is reported, university property is collected, and appropriate separation paperwork is completed.

      A separation checklist for hourly employees is available on the Human Resources website under Separation Forms.

    2. Faculty, Staff, and Graduate Students Paid Monthly (Salaried)

      1. Department heads should begin the separation check-out process approximately two weeks prior to the employee’s separation date, or as soon as possible. If an employee holds more than one position in separate departments, the department head of each position will initiate these forms.

      2. The department head, or designee, must complete a Departmental Checklist for Separating Employees. The department head’s signature signifies that the clearance process is complete within the department.

      3. It is imperative for the department head, or designee, to notify the Payroll & Tax Compliance Office and Human Resources of an employee’s separation date as soon as that information is available.

      4. Because employment separation actions may be processed after the official separation date and to ensure separating employees do not retain access beyond that date, the department head shall notify the IT Assistance Center (ITAC) of any separating faculty or staff prior to their official separation date. In the case of an involuntary termination, the Emergency Online Separation request option must be used.

      5. The department head will provide the separating employee with the Employee Separation Statement to indicate the employee’s reason for leaving. The separating employee will submit the completed form to Human Resources, which will be retained in her or his personnel file.

      6. Both forms are available on the Human Resources website under Separation Forms.


    1. If an employee does not terminate employment from the university, but transfers from one department to another, the former department head must ensure all time is reported, university property is collected, and appropriate offices are notified to discontinue access to certain systems.

      A Transfer to Another Department Checklist is available on the Human Resources website under Separation Forms.


    1. Reviewers of this UPPS include the following:

      Position Date
      Assistant Vice President for Human Resources June 1 E4Y
      Chair, Faculty Senate June 1 E4Y
      Chair, Staff Council June 1 E4Y

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Assistant Vice President for Human Resources; senior reviewer of this UPPS

    Vice President for Finance and Support Services