Offboarding

A Checklist to Assist Departments and Human Resources Business Partners/Vice President Coordinators (HRBP/VPC) in Managing the Resignation Process

This checklist is designed to assist departments and HRBP/VPC in managing the resignation process for State and Research Foundation employees.

Resignation Process

• Employees must formally submit their resignation to their direct supervisor either in written form or via email. The resignation should clearly state the last day of work, aligning with the notice periods specified in relevant collective bargaining agreements, if applicable. Refer employees to the Sample Resignation Letter for guidance.
• Standard practice dictates a minimum of two (2) weeks' notice if the bargaining agreement lacks specific provisions or in the absence of exceptional circumstances.
• Departments must promptly inform the HRBP/VPC about the resignation to initiate separation and offboarding procedures.

 

Employee Change Forms

• Ensure completion of the appropriate Employee Change Form (RF) and PeopleSoft Form (State) for the separating employee.
• HR must receive the appropriate change form and the notice of resignation by the Payroll deadlines.

Demographic Data

Please remind employees to review and update their address on record. Incorrect addresses can result in failure to receive important documents. Please be sure to review and update this information in SOLAR, and for RF employees, in RF Self Service. 

University Property:

• Collect all University property and equipment assigned to the departing employee, including but not limited to:
• ID cards/badges
• Keys/access cards
• Parking passes
• Procurement cards
• Computers, laptops, printers, software, and other computer equipment
• Cell phones, beepers
• Safety equipment
• Lab equipment
• Uniforms/lab coats
• Supplies

Time Sheets

• Ensure employees submit their final SOLAR time entry or timesheet(s) for final review, approval and submission to HRS before their separation. 

Email Delegation

Ensure employees complete the following to maintain business continuity when leaving the University:

• Delegate access to someone else in your department
• Create an vacation responder that automatically replies to emails directing senders on who to contact instead of you
• Set up email to forward to someone else in the department

For more information, please visit: https://it.stonybrook.edu/guides/leaving-stony-brook