UCSD Blink: When an Employee Retires from UCSD: Department Checklist

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When an Employee Retires from UCSD: Department Checklist

Summary: Supervisors, use this checklist to determine the steps to take when an employee submits a notice of retirement.

In the right place? For information about employee separation other than retirement, see Employee Separation: Overview.

Topic		Details
	Check with your department's HR contact.	Discuss the following: How will you fill the vacancy? Is the employee willing to train a replacement?
	Process the separation through the Payroll Personnel System (PPS).	Access the PPS online system to: Complete the separation bundle: Change the Direct Deposit to Paper Check (Code 3). Change the employee's address, if applicable. Calculate the vacation and sick hours. Verify the last day of work. Verify the separation date, if different from last day of work. End all appointments and distributions. Print the completed form. If your department requires, ask the employee to review and sign a copy of the form for your department file, then give a copy to the employee. Arrange for the retiring employee to receive the final paycheck.
	Complete all necessary forms. Note: Submit forms in a timely manner to ensure continuation of coverage. For assistance, contact your HR benefits representative.	Complete (or assist the HR contact or employee in completing) the following forms where applicable: Unemployment Insurance Termination Report (PDF) (for use by HR contacts only) Mail or fax this form directly to: TALX UC eXpress (formerly Gates McDonald) P.O. Box 4121 Concord, CA 94524-4121 Phone: (800) 846-9242 Fax: (866) 219-5943 Attn: Danila Loquiao, Ext. 6902 E-mail: dloquiao@talx.com State Unemployment Office, Employment Development Department (EDD) information: Provide employee with link to For Your Benefit-California's Programs for the Unemployed, DE2320 (PDF): http://www.edd.cahwnet.gov/uirep/de2320.pdf Note: Instruct separating employees to visit EDD's Web site regarding Unemployment Insurance: http://www.edd.cahwnet.gov/fleclaim.htm Signature Authorization or Cancellation FO2091 (Excel) (PDF) COBRA forms and information: Inform the employee that once the separation date has been entered into the PPS system, the Benefits office will mail COBRA forms to the home address on record. Contact Angela Mundale, Human Resources, (858) 534-2817, for assistance. Parking Cancellation and Refund form (Word file). (Employee must complete and take to the Parking Office, along with the parking placard.) Personal Data Form (PDF) if any employee information is changing. Pending travel advances or vouchers, or authorized reimbursements
	Determine how to reuse or dispose of the employee's electronic files and communications.	Discuss with the employee: E-mail: Which e-mail messages should be transferred or deleted? Is an e-mail absence message required to: Indicate the employee has left the department? Redirect inquiries to the appropriate department contact? Is setting up temporary network access to obtain copies of personal communications necessary? Voice mail: Reset password to the five-digit extension number. Determine if a forwarding message is necessary. Electronic files: Determine which files should be transferred or deleted. Provide the employee with an alternate area to transfer necessary files. Instruct the employee to delete files.
	Terminate the employee's access to UC electronic resources.	After you have transferred or deleted the e-mail and network files: Notify your department security administrator (DSA) to terminate access to any of the following: Link family PPS Web IFIS IFIS ISIS Data Warehouse Notify your department's network administrator to terminate the employee's computer login to: Local servers Department dial-in service E-mail service Other local network operations and charges
	Terminate all other UCSD services.	Cancel or transfer access to the following, where applicable: Cell phone service Department and library copy cards: Contact Clarissa Bash, (858) 534-2534 UCSD Travel Card Express Card (PDF) Telecom services, including: Authorization codes Calling cards Pagers Radios Telephones (land lines) Voice mail Ship To codes Buyer code: Contact Kathy Meadows, (858) 534-3091. Environment, Health & Safety privileges: Notify EH&S if the employee was authorized to work with regulated materials, including: Biohazardous material Radioactive material Controlled substances Lasers Select Agents Human gene transfer clinical trials
	Make sure the employee returns any UC property.	Verify that the employee returns these items: Cell phones Computers Pagers Radios Confirm receipt of: UCSD ID card Calling cards on all indexes Copy cards Diners MasterCard Express card Keys or key cards Parking garage access cards Check with your department's property administrator to ensure that the employee returned all UC equipment.
	Update contact information.	Remove the employee's name from the following areas, where applicable: Emergency contact list Internal forms Office security codes, access codes on keypads Security alarm lists Web pages and directories Faculty/ staff directory
	Review information on retirement gifts and celebrations.	Read the following Blink pages: Employee Retirement Gifts How to Pay for a Retirement Gift Standard Entertainment

Questions?

Payroll questions, contact a payroll representative.
Benefits questions, contact your benefits representative.

Notice: The information on this page summarizes provisions of university policies and/or collective bargaining agreements. Refer to the Personnel Policies for Staff Members (PPSM) or applicable collective bargaining agreement for full text of referenced information.