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Terminating an Employee: Department Checklist

Supervisors, use this checklist to determine the steps to take when you must terminate an employee.

For information about layoff or reduction in time, see Layoff/ Reduction in Time.

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

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Check with your department's HR contact and your Employee Relations and Labor Relations specialists.

Discuss the following:

  • Reasons for the employee's termination
  • All applicable termination policies, and how they were followed
  • Filling the vacancy

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 terminated employee to receive the final paycheck.

Make sure that the necessary forms are completed.

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
  • State Unemployment Office, Employment Development Department (EDD) information:
  • Signature Authorization or Cancellation FO2091 (Excel) (PDF)
  • COBRA forms and information:
    • Inform the employee that once the separation date has been entered into the PPS system, the Benefits office will mail COBRA forms 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.)
  • Personal Data Form (PDF) if any employee information is changing
  • Pending travel advances or vouchers, or authorized reimbursements

Note: Forms, especially COBRA, must be submitted in a timely manner to ensure continuation of coverage. For assistance with forms, contact your HR benefits representative.

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

Discuss and assist the employee with the following:

  • E-mail:
    • Which e-mail messages should be transferred or deleted?
    • Is an e-mail absence message is 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, for further guidance.

Terminate the employees' access to UC electronic resources.

After you have transferred or deleted the e-mail and network files:

  • Notify your department 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
    • E-mail 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 codes: 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:
    • UCSD ID card
    • Calling cards on all indexes
    • Copy cards
    • UCSD 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.

Update contact information.

  • 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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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.