Mandatory Requirements for Departments

The following steps should be completed by departments prior to an employee separating from the UT Health Science Center. These steps should begin upon notification of separation and must be completed no later than the last day of employment.

 

Departments should follow up with separating employees to ensure all necessary requirements have been met.

 

Research and Lab Faculty and Staff - Additional steps may be required for individuals involved in Research. Refer to the Research section below for detailed information.

 

Department Check List

1. Enter termination row in HCM (PeopleSoft) immediately. Departments should enter the termination row as soon as they are notified of the employee's separation. Do not wait until the last day of employment to complete this step as this will reduce the potential of overpaying or delaying an employee's final paycheck. Please contact Payroll Services with questions regarding final paychecks or terminations made after payroll processing periods.
2. Direct employee to the Employee Separation Process webpage for important information regarding their separation.
3. Verify that the separating employee does not have any outstanding obligations with the following departments:
   • Bursars Office - sahcashmgt@uthscsa.edu or 210-567-2556
   • Materials Management - Contact Jerome Pritchett at pritchett@uthscsa.edu or call 210-567-6006 only if uniforms or linens have been issued to the employee.
   • Library Circulation Desk - libcircdesk@uthscsa.edu
4. Ensure the final timesheet is completed and report any leave taken via the DRS system.
5. Collect Physical Resources/Assets - Collect the following items from the faculty or staff member. Note, all items included in the list below may not apply to each separating employee, and this list is not all inclusive.
• Access Cards
• Uniforms
• Tools & Equipment, including radiation dosimeters
• Mobile Devices
• Laptop/Computer/iPad
• Pro Card/Fuel Card
• University Records
6. Collect Identification Badges, Keys and/or Parking Permits. To verify which key(s) have been checked out and to determine if there are outstanding obligations with UT Police, follow the steps below. Keys include desk, file cabinets, office, building, vehicle and any other institution keys.
   • Complete the UT Police Department Separation Form and e-mail it to access@uthscsa.edu no later than five business days prior to the employee’s last day of employment.
   • UT Police will return the form no later than one business day prior to the employee’s last day of employment indicating what keys, permits, and fines are outstanding. 
   • Employees who owe fines or have missing keys must report to UT Police to clear on their last day of employment.
   • If there are no fines or missing keys, the department should collect the keys, badges and parking permits on the last day of employment.   
   • Upon collection of the necessary items, the department should send the keys to UT Police via interoffice mail no later than one business day after the employee’s last day of employment.
7. Update department organization chart.

Note: If the employee returned their parking permit, they may request a temporary permit at any of the security gates on their last day of employment.

Research and Lab Requirements:

This section pertains to faculty and staff members involved in research which may include human subjects, laboratory animals, FDA regulated test articles, internal or external funding, radioactive, chemical or biohazardous materials.

 

Upon notification of the employee's separation date, direct the individual to immediately contact the following offices, where applicable, to ensure adequate time for any necessary actions to be complete. (Some actions could take up to 10 days to complete.) Departments should follow up with separating employees to ensure all necessary requirements have been met.

 

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