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Separation Process > Management Tools > HR Manager > HRS Home

Separation Process

This list is to be used as a comprehensive guideline for successfully separating employees from The University of Texas at Austin. It is intended to provide you with resources, links and points of contact to complete this important process..

Please note: Not all items listed will apply to the separating employee.

1. Separation Forms
   You'll need to complete a separation form whenever employees in your department leave university employment, transfer to another state agency, die, or have a break in their employment. Take the following steps as soon as possible after learning that employees are leaving their positions:
   • Complete a Separation Form [PDF]
   • Forward the separation form to Human Resource Services, mail code J5600 or fax to 512- 471-7008
2. Reclaim Physical Resources
   • Keys - desk, file cabinets, office, building, vehicle and other
   • Access Cards
   • Uniforms
   • Tools/Equipment
   • Identification Card
   • Long Distance Card
   • Mobile Devices
   • Laptop/Computer/PDA
   • University Records
   • Departmental Parking Tags/Cards
   • Credit Cards
   • Pro Card
   • Business Cards
3. Remove IT Resources
   • Lock Mainframe ID
   • Deactivate Web space account
   • Deactive UTS account
   • Remove Data Warehouse authorization
   • Deactivate EID roles
   • Remove Apollo authorizations
   • Remove DPUSER authorization
   • Deactivate Mail systems
     • AEMS
     • UMBS
   • Remove DEFINE (ERP) authorization
   • Remove authorization in Blackboard
4. Remove Telephone Access
   • Reclaim Long Distance card
   • Deactivate Long Distance account
   • Disconnect EID from Smartvoice mailbox
   • Clear out Smartvoice mail box
   • Reset Smartvoice PIN
   • Reset Smartvoice message
5. Department Administrative Process
   • Ensure timesheets are completed
   • Ensure appointment is processed with appropriate reason code
   • Process Separation Form
   • Collect employee’s optional Sick Leave Pool Donation form
   • File a “Supplemental Report of Injury” (SR6) form for each lost-time WCI claim within the previous 2 years (This form is accessed through UT Mainframe at the WC Menu)
   • Send request to Employee Management Services to remove any unused FML or SLP hours
   • Ensure employee updates forwarding mailing address online
   • Delete signature authority
   • Deactivate building access codes (BACS)
   • Reset door access codes
   • Notify UTPD to disable employee secret code (471-4441)
   • Change organizational chart
   • Remove/replace additional duties responsibility (i.e. Fire Warden, Staff Council, Facilities Manager, committees, councils etc)
   • Change bldg. directories and signs
   • Rescind UT driving privilege (UTDRIVERS)
   • (Drivers who no longer drive for your department should be deleted from the system.  Make a copy of the driver’s detail screen, notate when and why the driver is being deleted, and put a copy into the driver’s personnel file.)
6. Department Network Process
   • Notify desktop support
   • Clean hard drive, etc.
   • Remove filesever access
   • Update staff databases
   • Update staff mailing list
   • Update departmental Web pages
   • Change shared passwords
   • Remove desktop access (active directory)
   • Remove access to departmentally run software
7. Post Effective Date of Separation
   • Ensure final approval of timesheets
   • Process accounting issues (Vacation voucher, etc.)