Leaving the University

When an employee separates from the University, several steps must be completed prior to the employee's last day.

Process for Staff

  1. Collect a letter of resignation from the employee
  2. Ensure all employee absences have been entered and approved in SJSU @ Work
  3. Complete the Employee Transaction Form [OnBase]
    1. Transaction Group = Single Incumbent (Dept Initiated)
    2. Transaction Type = Termination (Resignation, End Temp Appt, ETC)
    3. Enter the SJSU ID
    4. Enter the Rcd # (position information will auto-populate after exiting the field)
    5. Enter the following information:
      1. Effective Date
      2. Last Day Worked
      3. Approver ID (name and email will auto populate upon exiting the field)
      4. Comments
    6. Attach Resignation Letter
    7. Click Submit
  4. Initiate the Employee Clearance Form [DocuSign] [Instructions: Document, Video]
  5. If the separating employee has any direct reports for Absence Management purposes, submit a completed Position Management Action Form [DocuSign] to designate a new "Reports To."

Employees leaving the University will be scheduled for an exit interview with Payroll & Benefits. During this meeting, we will:

  • Encourage completion of the confidential exit survey
  • Provide forms regarding retirement contributions and/or COBRA information
  • Provide information regarding payment of final wages
  • Confirm the employee's current mailing address on file

Process for Faculty

  1. Collect a letter of resignation from the employee
  2. Submit the appropriate paperwork to Faculty Services:
    1. For temporary faculty, update CSU Contract Data and generate a Revision form, providing the date of termination (the first day they are no longer in the department) and the “last day physically worked” in the Comments section. The Revision form and the resignation letter must be uploaded to the OnBase Temporary Faculty Appointments form.
    2. For all other faculty positions, print an Employee Profile from SJSU @ Work and provide the date of termination (the first day they are no longer in the department) and the “last day physically worked” in the Comments section; attach the resignation letter and email to [email protected].
      1. In the Comments section of the Employee Profile, indicate one of the following reasons for resignation:
        1. Desire to relocate
        2. Dissatisfied with job
        3. Family and/or child care
        4. Health
        5. Self employment
        6. Spouse's job
        7. To accept other job
        8. To attend school
        9. To look for another job
        10. Unknown: please explain
  3. Initiate the Employee Clearance Form [DocuSign]  [Instructions: Document, Video]
  4. If the faculty member has benefits, direct them to speak with their Benefits Representative to see how their benefits is impacted by their departure.

Additional Resources