Separation Process

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.


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



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

The separating employee is responsible for working with the department/manager or dean's office regarding a written notification of separation including the separation date. 

The employee must submit an electronic Campus Clearance  and be prepared to return any University property. The department representative will sign the form to certify the returned property. Examples of University property include:

  • Parking pass
  • Cell phone
  • Keys/fob
  • State property such as laptops or other checked out equipment
  • Return Library material
  • Pro card

Management Personnel (MPP's) or employees leaving designated positions such as those who hold a procurement card MUST file a Leaving Office Statement, Conflict of Interest Form 700. Please click here for more information on this process.

Ensure that all absences have been recorded in Absence Management or fill out a paper timesheet and submit to Payroll with signatures at least three days prior to last day on campus.

Confirm that your address is current with the University to ensure W-2 and benefit forms are mailed to the correct place. You can visit the Department of Human Resources to review your personal data for accuracy.

Visit the Department of Human Resources Benefits website for important information regarding your benefits upon separating from the University.

Be sure that your phone and email outgoing messages reflect that you are leaving and who to contact in your place.

Deferring Settlement Pay

When you leave employment, you may transfer your separation pay to your 401(k), 457 or 403(b) account(s). Transfer up to the contribution limit to each account, minus what you already contributed for the year. Taxes are deferred until you withdraw the money from your account.

If you separate on or after November 1st, you may transfer your separation pay for the current and following tax year, up to the annual limits.

To make the transfer, you will need to submit a written request to the Department of Human Resources at least 30 Calendar days before your final day of employment. You must be enrolled in the deferral account(s) at least one pay period before your separation date.


Going to another public employer?

As a member of CalPERS you may be eligible for the benefits of reciprocity. Reciprocity is an agreement among public retirement systems to allow members to move from one public employer to another public employer within a specific time limit without losing valuable retirement and related benefit rights.

Detailed information about establishing reciprocity can be found in the CalPERS publication "When You Change Retirement Systems" (PERS-PUB-16) available online at the CalPERS Forms and Publications Center.

Note: State Service credits and some leave balances may be transferable to the appointing authority of the new position. Please contact your new Human Resources office for more information. If the balances are transferable, please have your new agency submit an Employee Transfer Data form (std. 612) to CSU Maritime Academy for processing.

PST (Part-Time/Seasonal/Temp) Retirement Account

When you separate from State Service and have participated in the PST retirement account:

  • You are eligible to withdraw your full account balance 90 days after the last transaction posts into your account.
  • Information about your payment options is online at or by calling (855) 616-4776


Clearance Procedures for the Department

Once the Manager or the Department has been notified of an employee's separation, it is important to follow the below steps to keep the Campus in compliance with Federal and State rules.

  • At least three days prior to last day on campus, Employee must report all time worked if applicable and all absences via Absence Management or paper timesheet. Managers must approve all time submitted.
  • At the appropriate time before the employee leaves campus, inform the employee that they must complete the electronic Campus Clearance to ensure that all items have been turned in or cleared and brought to Payroll for final checkout.
Involuntary Termination or Dismissal
  • A dismissal is an involuntary termination of employment from the University. Please contact the Department of Human Resources for process guidance.
  • The Campus Clearance should be used as a guide to collect state-owned items



Campus Clearance 

Cancel Direct Deposit

Employee Action Request Form - Address Update