Checklist and Reference Materials for Employee Upon Separation of Employment

***Please print page and keep for your records.***

Employees that separate from the University, have a responsibility to obtain the proper clearances and contact the individuals and departments listed below prior to leaving the University.

Business Office.  Any financial debts must be paid prior to an employees separation.  If you know that you may owe a debt, please contact the SFA Business Office, Austin Building , Rm. 204, (936) 468-1000.

Steen Library. All library books must be returned. Any outstanding fees must be paid.

University Police Department. Employees with parking permits will need to return them to UPD.   Any outstanding parking fines must be paid. Payment is made at the Business office (cashiers window),in the Austin Building.

Human Resources. Employees should schedule an Exit Interview in the Human Resources Office, Austin Building, Rm. 201, during their last week of employment.  Employees can contact the HR Representative at Ext. 2304 to make an appointment.  During the Exit Interview, employees will have the opportunity to discuss COBRA information, retirement options, and life insurance coverage.  Also the following forms will be discussed and completed.  Employee may download these forms and bring them to the interview, or receive them during the interview.

• Texas Public Access Option/Forwarding Address . The Texas Government Code Section 552.024 , provides employees the option of prohibiting public access to specific personal information. This information is subject to release if requested under the Texas Public Information Act, unless otherwise specified by the employee.   It is necessary that the University have the most recent address for employees separating from the University, so that all appropriate mailings(W-2, COBRA, etc.) are sent to the employee's correct address.

 

• Sick Leave Contribution Form.  Upon separation, an employee will not be paid for accrued Sick Leave, employees have the option of donating their sick leave to the University Sick Leave Pool.  Even if an employee elects not to donate their sick leave, this form still must be completed.  Employees transferring from one state agency to another may be able to take their sick leave with them.

 

• Separation Questionnaire. This form is voluntary, but it is necessary to better improve the employment of future employees of the University.  Please select the following questionnaire that that is most applicable to your current position:
  • Staff Employee
  • Faculty Employee
  • Graduate Assistant

   

• TRS6 - Notice of Final Deposit & Request for Refund/Special IRS Tax Notice.  If you are interested in requesting a refund or rollover for your retirement contributions, complete the form, sign and notarize the form before returning it to Human Resources, P.O. Box 13039.

 

Employees retiring from the University will need to make an additional appointment with the Benefits division, to discuss their retirement options.

Payroll, Business Office.  Employees that want  their final check or vacation check (if applicable) to be mailed, must disable their Direct Deposit accounts and provide a self-addressed, stamped envelope with your full name and SS# printed on the inside of the envelope to the Business Office (cashiers) on or before their last day of employment. One envelope must be provided for each check. Employee will need to leave their direct deposit accounts open for at least 30 days after their last day of employment, to ensure these final checks are deposited.  Please contact Payroll at ext. 2172, if there are any additional questions.