Please follow the steps outlined below to ensure the exit process runs smoothly. The process varies based on whether you are leaving ETSU entirely or transferring to another position. Not all steps within a category will apply to every employee; complete a step only if applicable. Refer to the FAQs section at the bottom of this page or consult with your supervisor if you have any questions.
Leaving the University
If you are separating from the University (retirement, different employment opportunity, etc.) please follow these procedures.
-
Signed Letter of Resignation
Each terminating employee shall submit a signed letter of resignation in person to your immediate supervisor or online during the Employee Separation Action.
Clerical and support staff are requested to give 14 days notice while administrative employees are requested to give 30 days notice.
Faculty members are required to submit their letters of resignation through their department chairperson, dean and vice president.
-
Employee Separation Action
Complete an Employee Separation Action in the … system and upload your letter of resignation.
The following information is required...
-
Repayment of Debts
You are required to settle debts incurred during your employment at ETSU. If there are outstanding debts, you should contact the specific approving unit and make arrangements to settle the debt or the money will be deducted from your final paycheck or annual leave check as required by law. The final paycheck or annual leave check will be deposited into the bank account on file minus any applicable debt repayments.
Library: If a balance is owed to Sherrod Library or the Medical Library, fines can be paid in person by cash, check, credit card, or debit card by visiting the AskUs desk on the first floor of Sherrod located at 344 J L Seehorn Jr Road. Fines can also be paid over the phone with a credit card or debit card by calling (423) 439-4307. Fines cannot be paid online or with ID Bucs. If you are leaving the University, all books/equipment must be returned and all fines paid. If you are retiring or will be enrolled as a student, the library privilege may be retained.
Parking Fines: Payments can be made in person at the Parking Services Office at 132 Stout Drive or online through Goldlink. For online transactions, credit cards and electronic checks are accepted forms of payment. A non-refundable PayPath service charge is assessed to all credit card and/or debit card payments. Please see the payment portal for more details.
Online Payment Instructions
Students: 1) Sign onto Goldlink 2) Under the "Student" tab, select the "+" to the right of "My Account Balance" to expand the window to reveal the "Pay balance via Touchnet" hyperlink 3) Click "Pay balance via Touchnet" to open a new window containing the online payment system 4) Select the green "Make Payment" button on in the center of your screen 5) Complete the payment process.Faculty/Staff: 1) Sign onto Goldlink 2) Under the "Employee" tab, select the "+" to the right of "My Account Balance" to expand the window to reveal the "Pay balance via Touchnet" hyperlink 3) Click "Pay balance via Touchnet" to open a new window containing the online payment system 4) Select the green "Make Payment" button on in the center of your screen 5) Complete the payment process.
Bursar: If a balance is owed to the Bursar’s office, you must email the Bursar or contact her by phone at (423) 439-4212;
Tuition reimbursement: Inform your supervisor of any tuition reimbursements you’ve received in the past 6 months. You will be required to pay back any assistance received within that time window.
Moving expenses: Inform your supervisor of any moving expense reimbursement you’ve received in the past year. A year for academic faculty is defined as a regular academic session (fall and spring semesters, nine months). A year for all other faculty and employees is defined as 12 months. You will be required to pay back any assistance received within that time window.
Child care: For the Child Study Center, email Edith DeBord or call her at (423) 439-4888 to settle any remaining balance.
For the Little Bucs, email Vicki Ledford or call her at (423) 309-0006 to settle any remaining balance.
-
Returning of University Property
On or before your last working day, please return all keys, books, laptops, pagers, tools, phones, uniforms, tablets, ID badges, keycards, ETSU ID Card (students may keep their ID card), and any other equipment.
-
Procard
Submit all outstanding receipts and financial statements from your Procard to your supervisor for approval. If you have any questions regarding the audit process, speak with your supervisor or contact Wendy Dover by phone at (423) 439-4741 or visit her in person at Burgin Dossett Hall, Room B-016.
-
Annual Leave
Resignations: Upon termination of employment, you will be paid for all accrued, but unused annual leave as of your last working day. You will receive payment as part of your final paycheck. Employees funded by grants/contracts may be required to use their leave prior to termination.
Retiring: If you are retiring, you have two methods of receiving your unpaid annual leave. Your annual leave can be paid in a lump sum on your final paycheck or you can receive terminal leave. Terminal leave means that after your last working day, your annual leave balance is paid as if you were still working until the balance is exhausted. Once you begin terminal leave, you won’t accrue any additional leave, but you can be paid for the holidays that fall within the terminal leave period.
Involuntary separation: If you are is dismissed for gross misconduct, or resign to avoid dismissal for gross misconduct, you will not be entitled to any compensation for unused annual leave at the time of dismissal.
-
Health Insurance Coverage
You will determine if your health insurance coverage will end the month of your last day of employment or the next month. If you need your coverage to continue to the next month, your premium will be taken out of your last paycheck.
After coverage ends, the Benefits Administration in Nashville will reach out to you about COBRA insurance. If you need more information about COBRA, please call the Benefits Administration at 1 (800) 253-9981.
COBRA links:
https://benefitssupport.tn.gov/hc/en-us/sections/203947937-COBRA
https://www.benefits.gov/benefit/4727#Eligibility_Checker
https://www.cms.gov/CCIIO/Programs-and-Initiatives/Other-Insurance-Protections/cobra_qna -
Retirement
If you are enrolled in the Tennessee Consolidated Retirement System (TCRS) retirement plan, you will a retirement application at least 90 days before your last paid date of employment at ETSU. You can complete your application online or request a paper copy from the Benefits Center. Please call TCRS at 1 (800) 922-7772 to request an estimate of benefits.
If you are enrolled in the Optional Retirement Program (ORP) ...
You may be able to continue insurance in retirement if you meet certain eligibility requirements and were hired with the State of TN before July 1, 2015. Please contact the Benefits Administration at 1 (800) 253-9981 and press 2 to speak to a retirement specialist about your eligibility to continue insurance in retirement.
If you are Medicare eligible, you may be able to apply for the State of TN Medicare Supplement insurance. Contact the Benefits Administration at 1 (800) 253-9981 and press 2 to speak to a retirement specialist about your eligibility to purchase the Tennessee Plan in retirement.
-
Emeritus/Emerita
Retiring faculty should contact your supervisor to determine if you are eligible for Emeritus/Emerita. Complete all applicable paperwork within the designated time period to receive your benefits.
-
Update Your Forwarding Address
Use the Online Personal Information Change Form to update any personal information before you leave. A valid forwarding address for mail is essential so Payroll has the correct address for sending tax documents.
-
Exit Survey
Complete the online Exit Survey. Alternately, you may set up a confidential interview with Human Resources.
-
Communicate Change
Communicate your separation from ETSU with affected individuals and units, including creating an appropriate Out-of-Office email message and voicemail message with information regarding who to contact after your departure date.
-
Turn in Timesheet
On or before your last day of employment, complete and sign your final timesheet.
Transferring within ETSU
If you will continue your employment with ETSU, but are leaving your current position, please follow these procedures.
-
Signed Letter of Resignation
Each terminating employee shall submit a signed letter of resignation in person to your immediate supervisor or online during the Employee Separation Action.
Clerical and support staff are requested to give 14 days notice while administrative employees are requested to give 30 days notice.
Faculty members are required to submit their letters of resignation through their department chairperson, dean and vice president.
-
Employee Separation Action
Complete an Employee Separation Action in the … system and upload your letter of resignation.
The following information is required...
-
Procard
Submit all outstanding receipts and financial statements from your Procard to your supervisor for approval. If you have any questions regarding the audit process, speak with your supervisor or contact Wendy Dover by phone at (423) 439-4741 or visit her in person at Burgin Dossett Hall, Room B-016.
-
Update Employee's Information
Use the Online Personal Information Change Form to update any personal information before you leave. A valid forwarding address for mail is essential so Payroll has the correct address for sending tax documents.
-
Communicate Change
Communicate your separation from ETSU with affected individuals and units, including creating an appropriate Out-of-Office email message and voicemail message with information regarding who to contact after your departure date.
-
Turn in Timesheet
On or before your last day of employment, complete and sign your final timesheet.
What is Tennessee Benefits Administration's phone number?
1 (800) 253-9981What is Tennessee Consolidated Retirement System's (TCRS) phone number?
1 (800) 922-7772How much money will I draw from TCRS in retirement?
Please call TCRS at 1 (800) 922-7772What is terminal leave?
Terminal leave means that after your last working day, your annual leave balance is paid as if you were still working until the balance is exhausted. Once you begin terminal leave, you won’t accrue any additional leave, but you can be paid for the holidays that fall within the terminal leave period.Will I be paid for any remaining annual leave?
Yes, you will be paid a lump sum for your remaining annual leave on your final paycheck, unless you are involuntarily terminated or resign to avoid being involuntarily terminated.How do I pay a parking ticket online if I am an employee?
1) Sign onto Goldlink
2) Under the "Employee" tab, select the "+" to the right of "My Account Balance" to expand the window to reveal the "Pay balance via Touchnet" hyperlink
3) Click "Pay balance via Touchnet" to open a new window containing the online payment system
4) Select the green "Make Payment" button on in the center of your screen
5) Complete the payment process.
Please note there is a service charge of 2.85% or $3 (whichever greater) on every transaction.
How do I pay a parking ticket online if I am an student?
1) Sign onto Goldlink
2) Under the "Student" tab, select the "+" to the right of "My Account Balance" to expand the window to reveal the "Pay balance via Touchnet" hyperlink
3) Click "Pay balance via Touchnet" to open a new window containing the online payment system
4) Select the green "Make Payment" button on in the center of your screen
5) Complete the payment process.
Please note there is a service charge of 2.85% or $3 (whichever greater) on every transaction.
How do I pay a parking ticket in person?
Payments can be made in person at the Parking Services Office at 132 Stout Drive.
How long do I have to continue employment at ETSU after receiving tuition reimbursement?
After 6 months, you will not have to pay back any tuition reimbursement if you leave ETSU.How long do I have to continue employment at ETSU after receiving moving expense reimbursement?
After 1 year, you will not have to pay back any moving expense reimbursement if you leave ETSU. A year for academic faculty is defined as a regular academic session (fall and spring semesters, nine months). A year for all other faculty and employees is defined as 12 months.How do I pay back library fines?
If a balance is owed to Sherrod Library or the Medical Library, fines can be paid in person by cash, check, credit card, or debit card by visiting the AskUs desk on the first floor of Sherrod located at 344 J L Seehorn Jr Road.
Fines can also be paid over the phone with a credit card or debit card by calling (423) 439-4307.
Fines cannot be paid online or with ID Bucs.
If I am resigning from ETSU, when will my current health insurance coverage end?
You pay your health insurance premiums one month in advance. So for example, if your last paycheck is in March, and you see that health premiums are pulled from your March paycheck, then you will have coverage through the end of April.How do I acquire health insurance coverage after leaving ETSU?
After coverage ends, the Benefits Administration in Nashville will reach out to you about COBRA insurance.
If you need more information about COBRA, please call the Benefits Administration at 1 (800) 253-9981.
COBRA links:
https://benefitssupport.tn.gov/hc/en-us/sections/203947937-COBRA
https://www.benefits.gov/benefit/4727#Eligibility_Checker
https://www.cms.gov/CCIIO/Programs-and-Initiatives/Other-Insurance-Protections/cobra_qnaI am Medicare eligible due to age, can I sign up for the State of TN Medicare Supplement called the “Tennessee Plan” when I retire?
Please contact the Benefits Administration at 1 (800) 253-9981 and press 2 to speak to a retirement specialist about your eligibility to purchase the Tennessee Plan in retirement.
What is the ETSU Benefits Office's phone number?
(423) 439-4457How do I join the ETSU Retirees Association?
Contact etsura@etsu.edu for more information on becoming a member of the ETSU Retirees Association.What is Emeritus/Emerita?
East Tennessee State University will honor select Faculty members, upon retirement, as emeritus Faculty. These individuals will be granted certain rights and privileges in recognition of their honored role in the University community and their ongoing potential for contributions to the intellectual and cultural life of the University.
The title Emeritus will follow the Faculty member's rank upon retirement, i.e., Professor of History, Emeritus. If the recipient is a woman, the feminine ending is used, i.e., Professor of History, Emerita. Emeritus or Emerita status will become effective July 1 of each year, and public recognition of this status will occur annually. A list of all emeritus Faculty should be included in the University catalog and other appropriate documents.
Emeritus Faculty, as all retired Faculty, shall be privileged to maintain an identification card entitling them to certain University privileges. These will include library use, Faculty parking permit, reduced rates for athletic events and other privileges which do not exert undue financial burdens on the University. In addition, Emerita may request the use of available office or laboratory space or may apply, upon approval, for University grants under the same rules as other Faculty.
How do I obtain Emeritus/Emerita status?
To be awarded emeritus status, Faculty must have served the University for at least 10 years. Faculty should have attained the rank of Professor, Associate Professor or Assistant Professor (under exceptional circumstances Instructors may be considered).
When a Faculty member's written notice of retirement is received at the Office of Human Resources, that office will notify the Faculty member and respective department chair of eligibility for emeritus status. The retiring member will be asked if he/she wishes to participate in the emeritus procedure. Within one month of receiving the retirement notice from the Office of Human Resources, the chair will convene the department's Faculty to review the qualifications of the emeritus Faculty candidate as presented in CV and other supporting documentation. Candidates will be nominated for emeritus status by majority vote. Those nominated will have materials submitted for recommendation by respective Deans and the Academic Vice President/Health Affairs Vice President, and then sent to the Office of the President where final decision will be made. The President will have access to the Department's nomination and assessment materials, as well as decisions of approval by Deans and the appropriate Vice President.
Will I get to keep my ETSU email?
How do I take the Exit Survey?
What should I do with my parking permit?
Remove your parking pass after your last day, unless you are using a student parking pass. If you wish to remove it before then, contact Parking Services to obtain a temporary parking pass.How do I obtain a temporary parking pass?
Visit the Parking Services drive-through window from 7:30 a.m. until 4:30 p.m., Monday - Friday for Visitor & Temporary Parking Permit distribution or watch their instructional video on how to order one online.
How do I get my money off my ID BUC$?
If you have a large amount remaining in your ID BUC$, please print the iD BUC$ Refund Request form and turn it into the Campus ID Services office. After the form is processed, the check will be sent to you in approximately 10-15 business days.Do I still have to turn in my timesheet if I am transferring?
Yes, your timesheet from your previous position must be signed and turned in to your previous supervisor, even if the job change occurs in the middle of a pay period. You will receive a new timesheet after starting the new position.Do I have to complete another I-9 if I am transferring?
If there is no break in service, a new I-9 is not required. Contact Human Resources for more information if you are unsure or reference the I-9 table on the HR New Employee Paperwork webpage.Do I have to complete another W-4 if I am transferring?
Only if the information provided on the form has changed or your withholdings will change in the near future.Do I have to provide another Tennessee Lawful Employment Act verification document if I am transferring?
No, the original document still satisfies this employment requirement.How do I update my personal information (legal name, mailing address, phone number, marital status)?
Use the Personal Information Change Form located on the Documents and Forms page of Human Resources' websiteWho should I contact about my outstanding Little Bucs balance?
Email Vicki Ledford or call her at (423) 309-0006 to settle any remaining balance.Who should I contact about my outstanding Child Study Center balance?
Email Edith DeBord or call her at (423) 439-4888 to settle any remaining balance.Do I have to return my ETSU ID when I leave the University?
Yes, only students and Emeritus/Emerita faculty may keep their ETSU ID.How do I settle my Procard?
All receipts, financial statements, and applicable documents must be submitted to your supervisor and approved. After being approved, your supervisor will send everything over to Wendy Dover for final approval.Can I leave ETSU if I have an ongoing study with the Institution Research Board?
No, you must contact Katie Sellers via email or by phone at (423) 439-6054.
Can I keep my library access after leaving my position at ETSU?
Students will maintain their library and retirees should visit Sherrod's ETSU Retired Faculty/Staff webpage for more information. All other former employees need to visit the Library Guests page to see how to gain access to the library.How do I write a resignation letter?
Monster has a great resignation letter guide and template to assist you with the writing process.