Department of Human Resources

Termination Checklist for Employees

(transfer, retirement, long-term disability, or death of an employee)

IMPORTANT: It is critical that supervisors complete this form and necessary documents to assure that a terminating employee is removed from the department's payroll. Failure to follow these instructions could result in departments being held accountable for overpayment to terminated employee.

Name

Phone #

Empl ID

Home Address (Circle one: Current or Forwarding)

RESIGNATION CHECKLIST

Off-Payroll Checklist:

Office/Building keys* (see important note below)
Key Cards/Fobs*
U-Card (you may retain your U-card upon termination)
Telephone credit card
Final expense reimbursement form
Cellular phone purchased by the department
Equipment (please specify):______________________________
HIPAA Privacy Badge, if applicable (return to Cathy Rackliffe, UMD Human Resources, 255 Darland Administration Building)

Other Checklist/Contact

Telephone code removal (Lynn Gilberg, 8573)
Review electronic file storage and remove or transfer files as appropriate (i.e. Novell, web, email, Samba, etc., contact the ITSS Help Desk, 726-8847)
Remove email account or migrate email account to email for life as appropriate (Spring Billiar, by email, sbilliar, on last day of employment)
Remove Novell Access after file removal or transfer (Spring Billiar, by email, sbilliar, on last day of employment)
Remove departmental database/application access
Parking permit--refund by semester (Parking Services, 726-7433)
Return books and inter library loan materials and clear any overdue loans (Library, 726-6102)
University Corporate Travel Card (return to the Business Office, 209 DADB)
University Purchasing Card [MasterCard] (return to the Business Office, 209 Darland Administration Building)

University Forms Needed:

Send to UMD Department of Human Resources, 255 DADB:
Personnel Action Document
Termination letter
Human Resource Information Form, if address is changing
A copy of this Termination Checklist form* (see important note below)

Other University Forms:

COBRA Continuation Notice Verification (give to employee within 10 days of employment termination or ineligibility for group benefits, if applicable)
Make sure PeopleSoft vacation and sick leave entries are up-to-date
SecurID card and M-Key (employee turn-in to the department, department forwards to Office of Information Technology OIT Data Security, Twin Cities)
Access to Enterprise Financial System - Change of Employment Status Procedure http://www1.umn.edu/datasec/security/ChangeofEmploymentStatus.html
Change of Employment Status Form
http://www1.umn.edu/datasec/security/documents/AR002.doc

*All keys, key cards and fobs must be turned in prior to the employee's last day on the payroll. The keys must be taped to the original Key Request card. If you do not have the original Key Request card, please tape the key to a 3x5 card, noting the employee's name and department.

The Key Request card or 3x5 card should then be attached to this Termination Checklist form, and mailed or delivered to Tanisha Lee, Department of Human Resources, 255 Darland Administration Building.

Supervisors must also email: keyshop@d.umn.edu prior to the last date of employment to request that electronic access be discontinued. Please include emloyee's name, employee ID number, department and termination date.