Check-out Process and Procedures

Resignation

Staff members who voluntarily terminate their service with the University by resigning should notify their supervisors in writing as far in advance as possible. A copy of the resignation letter should be sent to Human Resources, Shelbie King Hall 102. The customary period of notice is a minimum of two weeks for non-exempt staff personnel and a minimum of one month for exempt staff personnel. Employees terminating from the University will be paid through the last day worked and will receive their checks on the regularly scheduled payday following termination. Employees are paid for unused vacation not to exceed the amount accrued in one year. No sick or personal leave is paid upon termination of employment.

Employee Separation Checklist Form

You can download the Employee Separation checklist form in PDF (Portable Document Format) if you have Adobe Acrobat installed on your system. If not, you may click on the yellow Adobe Acrobat box below to install it for free.

Employee Separation Checklist .pdf or .doc

To receive copies of the forms via campus mail call the Benefits Office at 824-6640 or you may send an email to: ackersp@uah.edu. In e-mail correspondence, please include your name, your department name, and your location (building and room number.) Also specify which form you need and approximately how many. You should receive copies within one to two working days.

Separation Procedures and Exit Interviews

Employees terminating employment with the University are required to check out with various offices on the date of termination. An "Employee Separation Checklist" form is utilized during the check out procedure which may be obtained from the departmental secretary, Employee Benefits Office, or printed directly from this web page. This is a formalized procedure which provides an opportunity for individuals to discuss pertinent matters with appropriate University representatives.

Below is a brief outline of the form indicating the departments one should report to and the location:

• Immediate Supervisor
  • The supervisor will verify that the terminating employee has returned all University property including keys. The supervisor should contact Information Services to cancel computer access.
• Departmental Secretary
  • The departmental secretary should verify that the final PAF (Personnel Action Form) has been prepared. The departmental secretary may obtain clearance (if nothing is outstanding) for the Library and Security Office. The secretary should sign acknowledging her verification and list the name of the person she spoke with and the date.
• Library
  • The Circulation Department (front desk) - Should confirm that all books, periodicals and library card have been returned. If none of this applies to the employee, the departmental secretary or a representative from the Employee Benefits Office can call for verification.
• International Student and Scholar Office
  • Any employee sponsored by UAH for employment work authorization (H1B, J1, F1).
  • An appointment must be schedule, please call x6078.
• Effort Reporting Office MDH 223
  • Anyone charging to or funded by a sponsored award, will need to contact the Effort Reporting Office to receive, review and certify their final Effort Certification.
  • An appointment must be schedule
• Research Security Administration: Research Institute VBRH E19
  • The Security Office will conduct a security briefing & termination statement and verify that Redstone Arsenal badges, decals and books have been returned.
  • You must call to schedule an appointment with a security representative.
  • If none of this applies to the employee, the departmental secretary or a representative from the Employee Benefits Office can call for verification.
• University Cashier-University Center 214
  • The cashier should confirm that arrangements have been made for outstanding payments if applicable. If this does not apply to the terminating employee, a representative from the Employee Benefits Office can call for verification.
• Alabama Credit Union- 851 John Wright Drive
  • A signature is required for those who have an account
• Payroll Office: Shelbie King Hall 151
  • The Payroll Office will make arrangements for your final check. All timecards and Exempt Leave Reports (if applicable) must be turned in prior to an employee's termination.
  • If terminating employee is leaving the area, a forwarding address and phone number should be provided at the bottom of the check-out form for W-2 purposes.

• Employee Benefits: Shelbie King Hall 102
  • Suggestions and comments are solicited from terminating employees during the Exit Interview. Insurance continuation (COBRA), retirement fund withdrawals, and other benefit matters are also discussed during this interview.
  • Employee ID cards are returned to the Benefits Office. The Benefits Office is the final departmental checkpoint.