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When an Employee Separates from UCSD: Department Checklist

Supervisors, use this checklist to determine the steps to take when an employee submits a notice of separation.

For information about employee termination, contact your employee relations and labor relations specialists.

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Check with your department's HR contact.

Discuss the following:

  • Why is the employee leaving?
  • How will you fill the vacancy?
  • Will the employee train a replacement?

Process the separation through the Payroll Personnel System (PPS).

Access the PPS online system to:

  • Complete the separation bundle:
    • Change the Direct Deposit to Paper Check (Code 3).
    • Change the employee's address, if applicable.
    • Calculate the vacation and sick hours.
    • Verify the last day of work.
    • Verify the separation date, if different from last day of work.
  • End all appointments and distributions.
  • Print the completed form. If your department requires, ask the employee to review and sign a copy of the form for your department file, then give a copy to the employee.
  • Arrange for the separating employee to receive the final paycheck.

Complete all necessary forms.

Complete or assist the HR contact or employee to complete the following forms where applicable:
  • Unemployment Insurance Termination Report (PDF) (for use by HR contacts only). Fax this form directly to:
    Irene Wang
    Sr. Unemployment Insurance Consultant
    Fax: (866) 219-8844
    Phone: (925) 603-6911
    iwang@talx.com
  • State Unemployment Office, Employment Development Department (EDD) information:
  • Signature Authorization or Cancellation FO2091 (Excel) (PDF): Send the completed form to Disbursements, Mail Code 0955.
  • COBRA forms and information:
    • Inform the employee that after the separation date has been entered into the PPS system, CONEXIS will mail the appropriate COBRA information close to the date benefits end. CORBA rates can be viewed online (PDF).
    • Contact Barbara Diamond, Human Resources, (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.)
  • Personal Data Form (PDF) if any employee information is changing
  • Pending travel advances or vouchers, or authorized reimbursements
  • International Scholar Departure Form for any employee on H-1B, J-1, or O-1 status
  • UBEN 142 Distribution Request Form (PDF) - Refund of Accumulations University of California Retirement Plan (UCRP): If you are vested (minimum of 5 years of service credit) and request a refund of your UCRP accumulations, you will waive your rights to all future UCRP retirement benefits.

  • If your employee participated in the UC Retirement Savings Program (DCP, 403(b), 457(b)) Plans, inform your employee to contact Fidelity Retirement Services at 1-866-682-7787 to discuss options for their account. The retirement account(s) must each have and maintain a minimum of $2000 to keep the account(s) active at Fidelity.

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

Determine how to reuse or dispose of the employee's electronic files and communications.

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.

See PPM 135-5, Section V. Access Restrictions, Separation from UCSD, for further guidance.

Terminate the employee's access to UC electronic resources.

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

  • Notify your departmental security administrator (DSA) to terminate access to any of the following:
    • Link family
    • PPS
    • 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

Terminate all other UCSD services.

Cancel or transfer access to the following, where applicable:

  • Cell phone service
  • Compass card (transit pass)
  • Department copy cards: Contact Clarissa Bash, (858) 534-2534
  • UCSD Travel Card
  • Express Card
  • Telecom 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

Make sure the employee returns any UC property.

  • Verify that the employee returns these items:
    • Cell phones
    • Computers
    • Pagers
    • Radios
  • Confirm receipt of:
    • Calling cards on all indexes
    • Copy cards
    • Diners Club card
    • Express Card
    • UCSD ID 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.

Update contact information.

p>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

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Contacts

Notice: The information on this page summarizes provisions of university policies and/or collective bargaining agreements. Refer to the Personnel Policies for Staff Members (PPSM) and local implementing procedures or applicable collective bargaining agreement for full text of referenced information.