Employee Offboarding and Clearance
Under provisions of the State Administrative Manual (SAM) Sections 8580.4, 8595, and
8116.1, each full or part-time employee separating from CSU Maritime Academy must
complete the employee offboarding and clearance process prior to their last day on
campus or last day of employment, whichever is first. This includes faculty members
who are resigning, retiring or whose temporary appointment is ending. Full-time and
part-time faculty members who are expected to return the following semester do not
need to go through the separation clearance process.
Resigning
When resigning from employment with the university, the employee shall submit written notification to the department administrator and to Human Resources with their last day on campus and last day of work. Employees are expected to provide at least two weeks' notice.
Template - Resignation/Retirement letter
Retiring
When retiring from the university, the employee should consult with the Human Resources
Benefits Office and submit written notification to the department administrator and
to Human Resources with their last day on campus, last day of work and retirement date. The last day
of work and retirement date cannot be the same date.
Temporary Employment Ends
When an employee's temporary employment appointment is coming to an end, the administrator
and the separating employee shall follow the clearance procedures.
Employee Offboarding and Clearance Process
Managers: Once the manager has been notified of an employee's separation, the manager is required to submit the Employee Offboarding Clearance Form. The manager will collect any University property and confirm the completion of the Offboarding and Clearance Process by all areas.
Department Designee: Each department designee will sign the form to certify the returned property.
Employees: The employee shall return any University property and confirm the completion of the Employee Offboarding Clearance Form with manager prior to their last day on campus. Examples of University property include:
- Parking pass
- Port Pass
- Cell phone
- Keys/fob
- Laptops
- Other State property or checked out equipment
- Library materials
- ProCard
Management Personnel (MPP's) or employees leaving designated positions such as those who hold a procurement card (ProCard) MUST file a Leaving Office Statement, Conflict of Interest Form 700. Please click here for more information on this process.
Schedule an appointment with the Human Resources Payroll Office to discuss any questions about your final pay.
Ensure that your final absences have been entered in CHRS Absence Management at least seven business days prior to the last day on campus.
Confirm that your current address is on file in CHRS for W-2 and paycheck stub purposes.
Schedule an appointment with the Human Resources Benefits Office to discuss any questions about your benefits or retirement, if applicable.
Be sure that your phone and email outgoing messages reflect that you are leaving and who to contact in your place.