EFFECTIVE DATE: December 20, 2019
ISSUE #: 6
PRESIDENT: Juan Sánchez Muñoz
PURPOSE
The purpose of this policy is to define an organized method of processing employees leaving
the University of Houston-Downtown that complies with State regulations governing property
management and tries to prevent the failure of the separating employee to return university
property. This process encourages the completion of the documents necessary to facilitate the
separating employee’s choices regarding benefit matters and allows the University to gain from
information acquired from the separating employee during the exit interview. This Policy
Statement applies to all employees except temporary and student staff employees.
DEFINITIONS
2.1 Separation: The voluntary or involuntary separation of an employee with the
university.
POLICY
3.1 It is the policy of the University of Houston-Downtown (UHD) to provide separation and
clearance procedures for all separating employees to facilitate appropriate personnel
records documentation, assure exit counseling regarding the details of the separation
process, provide benefits counseling, and to guarantee the collection of all university
property.
PROCEDURES
4.1 The University of Houston-Downtown (UHD) encourages employees to submit a
written notice of voluntary resignation or retirement to the immediate supervisor at least
two weeks prior to the effective date of separation, stating the reason(s) for the
resignation. A copy of the original notice of resignation or retirement shall be forwarded
to Employment Services and Operations (ESO) for inclusion in the employee’s official
personnel file.
4.2 The employee must complete the separation clearance process on or before the last day
of employment. It is the department’s responsibility to initiate the online Separation Clearance Process. Supervisors must ensure separating employees complete the
separation clearance process and return all University-owned property.
4.2.1 The employee is responsible for completing the following actions on or before
the last day of employment:
a. Return all tools, uniforms, equipment, credit cards, manuals, cell phones
and other university property in his/her possession
b. Return the university employee identification card
c. Return all keys/fobs to offices and/or buildings
d. Return all library materials to the Library and/or pay any outstanding
library fines
e. Settle all financial matters and/or indebtedness to the University of Houston
System
f. Pay any outstanding parking tickets, and return parking access cards
4.2.2 Failure to return university property or the removal of university property may
be construed as theft and appropriate legal action may be taken if the property
cannot be recovered.
4.2.3 In cases where an employee is dismissed involuntarily, ESO will oversee the
successful completion of the separation clearance process.
4.3 Departments must initiate a terminating Electronic Personnel Action Request (ePAR)
form prior to the end of the payroll processing period in accordance with the university
payroll calendar. Each ePAR must reflect any vacation leave, accrued but not taken
(and eligible sick leave in the event of the employee’s death) that is to be paid upon
separation and the appropriate reason code. A copy of the employee’s resignation letter
must be attached to the terminating ePAR. ESO will initiate ePARs for retiring
employees.
4.4 When appropriate, arrangements may be made for the employee to collect personal
belongings under supervision and then to be escorted from the building.
4.5 The Benefits unit will send information pertaining to benefits on or before employee’s
last day. Employees may request an appointment with the Benefits unit.
4.6 The employee has the option of scheduling an Exit Interview with the Talent
Management Department or completing the online Separation Survey.
4.7 In the event of an employee’s death, procedures in effect at UHD concerning the death
of an employee will be followed to process final salary/wage and benefit payments and
any claims with the employee’s designated beneficiary or the employee’s estate. ESO
is responsible for coordinating these efforts.
4.8 A regular staff employee who is dismissed for cause will be advised of his/her rights to
a post-dismissal hearing in accordance with post dismissal procedures as outlined in
PS 02.B.03, Discipline and Dismissal of Regular Staff Employees.
4.9 Nothing in this policy shall be used to permit discrimination or retaliation against any
individual or group on the basis of race, gender, age, color, religion, national origin,
disability, sexual orientation, or veteran status.
REVIEW PROCESS
Responsible Party (Reviewer): Vice President for Employment Services and Operations
Review: Every three years on or before February 1st
.
Signed original on file in Employment Services and Operations.
POLICY HISTORY
Issue #1: 09/15/03
Issue #2: 11/05/10
Issue #3: 02/17/11
Issue #4: 03/10/15
Issue #5: 08/20/18
REFERENCES
Separation Clearance Process
Separation Survey
PS 02.B.03
SAM 02.A.25
