Skip to header Skip to Content Skip to Footer

Employee Offboarding Resources

Employee Benefits

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.

 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

Employees who resign without providing notice may not be eligible for future re-employment at UNCW.

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 State Agency: A letter of resignation or e-mail is not required when an employee transfers to another department at UNCW. However, 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)

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.
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.

Contact your Benefits Counselor 120 days (about 4 months) before 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.

If an employee is EHRA or Faculty, contact the Business Officer to initiate an HR3.35 for university workflow.

Assure employees that they will be contacted by the Benefits office regarding offboarding with the University.

The employee will receive an email from Benefits to set up a meeting to explain benefit termination and last paycheck information, referred to as “offboarding.” The email will include a university property clearance form circulating campus to account for university property or terminate account services. Supervisors are responsible for collecting keys, uniforms, ID Cards (return to OneCard), Purchasing or Travel Card, cell phones, laptops, etc.

Please note that Human Resources does not collect equipment, etc., at benefit offboarding meetings. See "Discuss Department Offboarding Practices" regarding employees' computer/laptop collection.  

Discuss department offboarding practices with employees, including voicemail and email outgoing messages. Submit a ticket to TAC to reimage the employee’s computer/laptop.

  • Employees cannot use sick leave during their notice period unless the employee is actually sick.
  • Employees (EHRA, EPA, SHRA) may use vacation leave during their notice period WITH supervisor’s approval. Employees must be present on their last day of employment. This can be a partial day and remote with supervisor 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.
  • Contact Classification & Compensation to discuss job description with update/changes.
  • Contact Talent Acquisition to discuss recruitment.
  • 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.

Employees cannot use sick leave during their notice period unless the employee is sick.

Employees (EHRA, EPA, SHRA) may use vacation leave during their notice period WITH supervisor’s approval. Employees must be present on their last day of employment. This can be a partial day and remote with supervisor 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.

  • Contact Classification & Compensation to discuss job description with update/changes.
  • Contact Talent Acquisition to discuss recruitment.
  • 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.

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.

top