For supervisors of employees resigning or retiring from ASU, please complete the following steps:
☐ For Dean’s office only: Complete The College’s offboarding form by using the Armstrong Support icon on your desktop. This should be done in a timely manner to ensure final checks are issued correctly.
☐ Prepare the Acceptance of Resignation letter or the Acceptance of Retirement letter, and give it to the employee.
☐ Ask the employee to update their contact information.
On or around the employee’s last day: Collect all applicable university property, including but not limited to these items:
☐ ASU key(s).
☐ All electronic devices, including laptop, tablet, notebook and all accessories – mouse, chargers, cases, monitors, headphones, etc.
☐ P-Card or any other type of purchasing card.
☐ University records – digital and paper.
☐ Other miscellaneous equipment purchased by the university.
Note: If the employee has any outstanding items to return, we cannot withhold their check. We can arrange for pick up or bill them for the actual cost of replacing an item, such as keys.
☐ Verify with the terminating employee that the address ASU has on file is correct.
☐ Provide the exiting employee with the Information for Separating Employees sheet.
☐ If applicable, provide retiring employees with important benefits information from the Benefits at Retirement Checklist.
☐ Inform the employee that COBRA information will automatically be sent to their home address 2 to 4 weeks after separation.
☐ Ask the employee to forward emails to a particular party; OR have the employee assign or delegate in the Outlook Settings menu so others can view and respond to emails.
☐ Arrange to place an out-of-office message on voicemail directing callers to an alternate department contact and stating voicemail will not be checked; OR arrange to have all phone calls forwarded to another person or number; OR, disconnect the number and place a recorded message directing callers to another number.
☐ Determine who will sort employee’s mail and what mail should be forwarded and to whom.
☐ If applicable, update department websites and group email distribution lists.
☐ If necessary, create an appropriate correspondence to communicate to outside vendors that the employee is no longer with the university and provide information for a new contact.
☐ Clearly communicate to immediate team, as well as others in the university who interact with the employee’s position, which duties or responsibilities have been reallocated and to whom to ensure there is no disruption in service, enabling staff to respond to inquiries appropriately and timely.
☐ Contact your payroll representative immediately if an employee must be paid within seven working days of their termination date or by the end of the next regular pay period, whichever comes first. (Typically for involuntary terminations or California based employees.)
☐ Finally, take a moment to congratulate the exiting employee on their next venture. Leaving a job is rarely easy. There are lots of changes, including having to get to know new colleagues and learn new systems. It can mean a lot to employees to have their contributions acknowledged and for the university to let them know they will be missed.