Employee Separation: Offboarding Ticket

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Sara Yilmaz
Last updated: Feb 14, 2023Version comment
1 min read

Use this process when an employee is released from employment at the University. FASSHR will create a ticket to track offboarding. The following steps are for FASSHR and the Service Desk to assign the ticket, include the appropriate stakeholders, and create USS desktop support and LIL tickets if applicable.

See Employee Separation Workflow

Step-by-step guide

  1. Supervisor submits employee's letter of resignation or provides notice to FASS HR of employee termination.

  2. Notifies their unit head/director of any personnel action related to termination or retirement of staff.
  3. Receives and completes Supervisor section of Separation Checklist and returns it to FASS HR.

FASS Agent Step-by-step guide

  1. FASS HR saves notice of resignation (official letter, email, etc..) in FASS employee's personnel file.

  2. FASS HR creates an Employee Separation ticket
    1.  Follow the steps and include the same ticket stakeholders in the New Employee: Onboarding Ticket instructions but attach the Separation Checklist instead

  3. FASS HR sends an Exit Interview notification email to the employee and cc's the VPFA office (vpfa@uoregon.edu).

  4. FASS HR completes the HR section of the Separation Checklist and saves the completed form in the FASS employee personnel file.

  5. FASS Payroll:
    1. Prepares PRF indicating separation and routes to Central HR
    2. Prepares Final Check: Refer to the Final Check article in Knowledge Base.
    3. Notifies Central HR: University Benefits via email that the employee is separating and MCR has been submitted for processing.
    4. Updates AiM
    5. Moves employee personnel files to the vault.
    6. Moves electronic employee files to a terminated folder.
    7. Returns completed form to FASS HR.
  6. FASS HR closes out the Separation ticket when all checklist sections have been completed and returned by respective parties.


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