Employee Exit Checklist for Supervisors

Issue/Question

As a supervisor, what do I need to do when my employee departs the University?

Environment

• Faculty and Staff

Cause

An employee is departing or retiring from USD

Resolution

Note: Please see the attachment Employee Exit Checklist for Supervisors.pdf for a printable checklist

1. Verify the employee has returned:
   • Keys (buildings, office, filing cabinets, etc)
   • Computer equipment (laptops, peripherals, laptop carrying bags, etc)
   • Office supplies
   • Unique access items (hospital badge)
2. Advise the employee to provide Human Resources with their forwarding address for personal mail (W-2) if different from current employee records
3. Change voice message and transfer phone
4. Verify that faculty members have submitted grades
5. Verify the employee has submitted their timesheet or leave report on or before the last day of work
   • If applicable, verify the employee submits appropriate reimbursement or other reports or logs (such as mileage)
6. Notify program staff to remove employee from group emails and website directories
7. Consider the employee’s role and access to special programs, equipment, etc. (transfer ownership of Google docs)
8. If the employee is a researcher, please contact the Office of Research and Sponsored Programs to transfer or close research projects
9. The employee’s final paystub will be sent to the alternate email address they provide to Human Resources

Access to USD information systems will terminate once employment ends.  Human Resources will send an email message to the offices listed below, notifying them of the employee’s departure.