Employee offboarding provides resigning or retiring employees and their supervisors with helpful resources and important steps to take, ensuring a seamless experience.
For Employees
The following step by step instructions are for employees voluntarily resigning or retiring.
The employee writes a resignation letter that confirms their last day of work.
Employees can hand deliver or email a copy of the resignation letter (for separation or retirement) to their immediate supervisor and Benefits@uncw.edu.
Transfer to another UNCW department does not require a resignation letter to Human Resources. However, you should follow other instructions that would be helpful for your current department.
Transfer to Another State Agency: the Benefits Counselor needs to know so service time, vacation/sick leave balances (if eligible) can be transferred, and retirement plan participation can be confirmed (TSERS or ORP)
A typical notification period for resignations is at least two weeks for SHRA and up to four weeks for EPS (EHRA).
Vacation leave may be used during the notice period WITH supervisor’s approval.
Sick leave cannot be used during the notice period unless the employee is sick.
The last day of employment cannot be an earned leave day (vacation, sick, holiday, CSL, POL, etc.)
Your last day of employment must be an actual workday
Upon receipt of your resignation, a benefits counselor will send you an email with information about offboarding. In that notification will be a link for our Employee Exit Survey. Complete the UNCW Employee Exit Survey before your last day of work. You can indicate interest in meeting with an ER Consultant in person by providing your contact information in the survey.
Complete your leave record through the last day worked before meeting with a benefits counselor. If you are eligible for a payout, you will receive it the next available payroll.
Set up a meeting with your supervisor to discuss department offboarding practices, including voicemail and email outgoing messages and knowledge transfer. Who will do what upon your departure so you can provide information and training. Discuss remaining projects and work responsibilities.
Contact your Benefits Counselor 120 days (about 4 months) prior to your retirement date to initiate the required process. Retirements are always effective on the 1st of the month.
Upon receipt of your resignation, a benefits counselor will send you an email with information about offboarding.
University Clearance form – a DocuSign form with a workflow around campus, including Travel, Purchasing, OneCard, Library, Parking, and your supervisor. You should return all University property to your supervisor. HR will not collect any University property.
Offboarding Sheet – a form indicating your leave and benefits disposition and your last paycheck. This will be discussed with you at a mutually agreed-upon date and time.
Retirement form – this will be explained to you at your meeting with the Benefits Counselor.
For Supervisors
The following step by step instructions are for supervisors with an employee who is voluntarily resigning or retiring.
Forward notification of resignation and/or retirement as soon as it is received from the employee to benefits@uncw.edu and not to exceed two business days.
Upon receipt of an employee’s resignation, the supervisor e-mails the employee that their notice of resignation has been accepted and confirms the employee’s last day of employment. If the employee requested use of vacation leave, the supervisor should also approve in this email. For example, the employee’s last workday may be before the last day of employment with the use of earned leave. Employees must be present on their last day worked.
Employees cannot use sick leave during their notice period.
If an employee is EHRA or Faculty, contact the Business Officer to initiate an HR3.35 for university workflow.
Please note that Human Resources does not collect equipment, etc., at the benefit offboarding meeting. The department is responsible to collect University property which may include keys, uniforms, OneCard (ID), Purchasing or Travel Card, cell phones, computers/laptops.
The employee will receive and initiate the University Property Clearance form which circulates around campus to account for University property or terminate account services.
Discuss department offboarding practices with employees, including voicemail and email outgoing messages. Submit a ticket to TAC to reimage the employee’s computer/laptop.
“Who will do what” upon the employee’s departure so you can provide information and training. Discuss remaining projects and work responsibilities.
Employees must be present on their last day of employment. This can be a partial day and remote with supervisor's permission. If it is a partial day, the employee must use earned leave to complete the full workday. For example, the employee works 2 hours, then they must use vacation, bonus, special leave or personal observance time for the remaining 6 hours.
Provide an opportunity for the employee to discuss reasons for voluntary resignation. The employee will receive a communication from Employee Relations offering an exit survey and an opportunity for an exit interview.
The supervisor and employee should meet to discuss the performance for the past full-cycle period. This should be entered in the Full Cycle Performance Program.
Provide an opportunity for the employee to discuss reasons for voluntary resignation. The employee will receive a communication from Employee Relations offering an exit survey and an opportunity for an exit interview.
Contact Classification & Compensation to discuss the job description with updates/changes.
Contact Talent Acquisition to discuss recruitment.