UCOP Human Resources
Off-Boarding
UCOP Human Resources' off-boarding procedure was designed to provide best practices and clear instructions for the successful separation of an employee on their final day.
The off-boarding procedure includes all steps needed to successfully separate an employee: deactivation of computer, phones and badge; processing of final paycheck; and review of space to determine cleaning/painting needs.
Roles and Responsibilities
The supervisor is responsible for notifying Human Resources that an employee has resigned and providing HR with the letter of resignation. The supervisor will also complete the Department Checklist and as collect all OP property (badge, office/cabinet keys, credit cards, smart phones and tablets) from the employee and return it to HR.
Human Resources sends a separation form and the letter of resignation to BRC Payroll as well as sending a SEPEN-L email, Employee/Department Checklist and Exit Survey Invitation. Prior to employee separating, HR submits a Service Now Request to have accounts deactivated.
Eight service providers are involved in the off-boarding process:
- HR completes the separation template, BRC payroll is prompted of the separation via UCPath system as well as through the SEPN-L, BRC contacts employee to complete final timesheet, and a final pay transaction is processed. BRC sends separation documents to separating employee.
- UCPath issues checks are issued by UCPath on the paycycle for all voluntary separations. Represented employees will receive final pay according to terms of the bargaining agreement. UCPath mails the check statement to employee’s home address.
- BASC-Work Management Center enters separation date for badge and parking card deactivation.
- Asset Manager sends an email to determine if computer/phone equipment needs to be retrieved.
- ITS Phones deactivates phone number and retrieves the phone at the request of the employee's supervisor.
- ITS Computers deactivates accounts, and after 45 days deletes employee’s accounts.
- BRC Audit, Policy & Compliance team cancels travel and procurement card, if applicable.
- BASC-Building Services assesses the space and coordinates cleaning/painting if needed.