When an Employee Retires from UC San Diego: Department Checklist

Discuss the following:

• How will you fill the vacancy?
• Is the employee willing to train a replacement?

• Initiate a Retirement Template Transaction.
• If needed, coordinate with other departments for last day worked in concurrent jobs. Note: when UCPC receives a retirement template transaction, they will retire the employee from all other UC jobs. 
  
  • Enter the Effective Date; this should be the first day the employee has the status of retired.
  • The Reason Code defaults to Retirement.
  • Verify the Last Day Worked. The Last Day worked should always be earlier than the Effective Date and is the employee’s last day on pay status.  For employees retiring while on a leave of absence, the Last Day Worked should be the last day working prior to the start of the leave.
• Request Final Pay Request. Final Pay must be requested for:
  • The retiree is represented and their contract requires off-cycle final pay; work with Campus HR to identify which employees are covered by the 48 Hour Pay-Out rule.
  • The retiree has vacation balances that must be paid out.
  • The retiree has hours worked or vacation or sick leave usage that were not captured in time & attendance.
• If none of these apply, the employee does not require a Final Pay Request.

  Note: For final pay processing for 07/01 retirees, please note the following:

  • Effective Date = 6/30
  • Last Day Worked = 6/29
  • Day prior to July 1 on inactive status = 6/30 (provides eligibility for Inactive COLA)
  • The Retirement Template transaction must be submitted and approved locally before the Final Pay request is submitted. The employee should enter all hours worked and accrual usage into their time and attendance system as normal.

• UCPath center is now handling all Unemployment Insurance Claims.
  • If HR Contacts or employees have questions, please submit an inquiry to:
    • UCPath portal by logging in and submitting a question by clicking on the “Ask UCPath Center” button.
    • Or, you can contact UCPath Center at 855-982-7284 and request to speak with the Unemployment Insurance (UI) Team.
• If the UI Team does not have enough information to process a claim they will notify Employee Relations, who will contact the HR Contact via email to obtain the needed information.
• For more information regarding the Unemployment Insurance Claims process, please refer to the UI Roles and Responsibilities (PDF) 

• State Unemployment Office, Employment Development Department (EDD) information:
  
  • Provide employee with link to For Your Benefit-California's Programs for the Unemployed, DE2320 (PDF):
    http://www.edd.ca.gov/pdf_pub_ctr/de2320.pdf
  • Note: Instruct separating employees to visit EDD's Web site regarding Unemployment Insurance:
    http://www.edd.ca.gov/Unemployment/default.htm
• Signature Authorization or Cancellation FO2091 (Excel) (PDF)
• COBRA information:
  
  • Inform the employee that once the separation date has been entered into UCPath, WageWorks (formerly CONEXIS) will mail COBRA info to the home address on record.
  • Contact Human Resources Benefits, (858) 534-2816, for assistance.
• Parking Cancellation and Refund form (PDF). (Employee must complete and take to the Parking Office, along with the parking placard.) or via the current method of cancellation which is to email parking@ucsd.edu. In the subject of the email, write “Cancel My Deduction,” attach a photo of your parking permit cut in half, and request to have your parking deductions canceled.
• Update your address if needed by going to UCPath Online. Pending travel advances or vouchers, or authorized reimbursements.

Note: Submit forms in a timely manner to ensure continuation of coverage. For assistance, contact your HR benefits representative.

Discuss with the employee:

• Email:
  • Which email messages should be transferred or deleted?
  • Is an email absence message required to:
    • Indicate the employee has left the department?
    • Redirect inquiries to the appropriate department contact?
  • Is setting up temporary network access to obtain copies of personal communications necessary?
• Voice mail:
  • Reset password to the five-digit extension number.
  • Determine if a forwarding message is necessary.
• Electronic files:
  • Determine which files should be transferred or deleted.
  • Provide the employee with an alternate area to transfer necessary files.
  • Instruct the employee to delete files.

After you have transferred or deleted the email and network files:

• Notify your department security administrator (DSA) to terminate access to any of the following:
  • Link family
  • Web IFIS
  • IFIS
  • ISIS
  • Data Warehouse
• Notify your department's network administrator to terminate the employee's computer login to:
  • Local servers
  • Department dial-in service
  • Email service
  • Other local network operations and charges

Cancel or transfer access to the following, where applicable:

• Cell phone service
• Compass card (transit pass)
• Department copy cards: Imprints (858) 534-2534
• Concur Travel & Entertainment CardProcurement CardTelecom services, including:
  
  • Authorization codes
  • Calling cards
  • Pagers
  • Radios
  • Telephones (land lines)
  • Voice mail
• Buyer code: Contact Kathy Meadows, (858) 534-3091.
• Environment, Health & Safety privileges: Notify EH&S if the employee was authorized to work with regulated materials, including:
  • Biohazardous material
  • Radioactive material
  • Controlled substances
  • Lasers
  • Select Agents
  • Human gene transfer clinical trials

• Verify that the employee returns these items:
  • Cell phones
  • Computers
  • Pagers
  • Radios
• Confirm receipt of:
  • UCSD ID card
  • Calling cards on all indexes
  • Copy cards
  • Diners MasterCard
  • Express card
  • Keys or key cards
  • Parking garage access cards
• Check with your department's property administrator to ensure that the employee returned all UC equipment.

Remove the employee's name from the following areas, where applicable:

• Emergency contact list
• Internal forms
• Office security codes, access codes on keypads
• Security alarm lists
• Web pages and directories
• Faculty/ staff directory

• Employee Retirement Gifts
• Standard Entertainment