Offboarding

Employees separating from the university are responsible for completing the following actions:

☐     Submit a letter of retirement/resignation to your supervisor that includes date of last day of work.

☐     Please complete the online exit interview survey or schedule an in-person exit interview with The College’s Director, People and Talent or your imbedded Human Resources representative for an opportunity to discuss any outstanding employment concerns. 

☐     If applicable, pay any outstanding fees (parking fees, lost keys, etc.)

☐     Recycle your ASU ID card.

☐     Return your ASU parking permit to Parking and Transit Services.

☐     Return ASU key(s).

☐     Turn in all other ASU property to your department.

Your completion of these actions and survey responses are valued and appreciated. Please note, if you have any outstanding items to return and are unable to return to the office, we can arrange for the items to be picked up or bill you for the actual cost of replacing an item, such as keys.

Exiting employee computer accounts information:

If you leave ASU but are not retiring, your ASURITE account services will be suspended the day after your employment record indicates termination of employment. Save or forward any important personal files, emails or email addresses to another account before your ASURITE account is deactivated. Do not take any ASU files, emails or other information with you without the permission of your supervisor.

If you are retiring from ASU, your Gmail email account will be extended automatically. If you are either leaving ASU or retiring, you should check to see if you have other departmental accounts such as listservs. Those User IDs must be transferred to someone else when you leave. You should contact the UTO Help Desk if you need help transferring departmental accounts.

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.

Address verifications:

☐     Verify with the terminating employee that the address ASU has on file is correct.

Benefits information:

☐    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.

Final paycheck:

☐     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.

Employees transferring within ASU are responsible for completing the following actions:

☐     Submit a letter of resignation to your supervisor that includes date of last day of work.

☐     Please complete the electronic transfer exit interview survey.

☐     If applicable, contact Parking and Transit Services to transfer your parking decal to another parking location.

☐     Return office keys.

☐     Turn in other department property to your supervisor.

☐     Put the out-of-office function on your Outlook email with information referring to appropriate department contact and their information.

☐     When transferring to another department, you will lose security access to HRIS, CRM and the student system on the effective date of your transfer. You or your new manager must request security access appropriate for the new position to re-establish access. Important: Do not submit the new request until you are in a new position. Visit PeopleSoft to request new access.

Supervisors of transferring employees, 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 Transfer letter.

☐     Ask employee to be sure to update their contact information.

On 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.