Please follow the steps outlined below to ensure the exit process runs smoothly. The process varies based on whether the employee is leaving ETSU entirely, transferring to another position, or being involuntarily terminated. Not all steps within a category will apply to every employee; complete a step only if applicable. Consult with Human Resources if you have any questions.
Leaving the University
If you are offboarding an employee that is separating from their job at ETSU (retirement, different employment opportunity, etc.), please follow these procedures.
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Signed Letter of Resignation
Each terminating employee shall submit a signed letter of resignation in person to his/her 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.
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Knowledge Transfer Plan
Arrange a time to meet with the employee to create a knowledge transfer plan. Discuss all of the following that apply:
Final date of employment, last work date and projected leave requests. If the employee is resigning, their vacation leave will be paid out in their final paycheck. If the employee is retiring, they have the option to use their vacation leave or be paid a lump sum.
Assignments and status of current commitments (teaching, projects, committees, etc.): Create a knowledge transfer plan that includes creating or updating written operating procedures and cross training staff.
Security and create/approver roles in University systems: Take the appropriate steps to reassign tasks and responsibilities, including requesting security and system access for the newly responsible employee.
Departmental and University property: Make a list of assets that the employee has been issued and will need to return on or before the employee's last working day. That list can include, but is not limited to keys, books, laptops, pagers, tools, phones, uniforms, tablets, ID badges, keycards, ETSU ID Card (students may keep their ID card), and any other equipment.
Outstanding expenses and reimbursements: Ensure outstanding expenses and reimbursements have been approved and submitted. Since the employee is leaving the University, the employee should clear all debts prior to departing the University. Remaining outstanding debts will be deducted from the employee's final paycheck. More information on this topic is available in the "Repayment of Debts" section.
Employee Separation Action: Instruct the employee to complete an Employee Separation Action in the … system and upload their letter of resignation. Since the employee is separating from the University, encourage the employee to complete the online Exit Survey. Alternately, they may set up a confidential interview with Human Resources.
Communication: Instruct the employee to communicate the personnel change with affected individuals and units, including creating an appropriate Out-of-Office email message with information regarding who to contact after the employee's departure date.
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Repayment of Debts
The terminating employee is required to settle debts incurred during their employment at the University. If there are debts, the employee should contact the specific approving unit and make arrangements to settle the debt or the money will be deducted from their final paycheck or annual leave check as required by law. The employee’s 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. Since the employee is leaving the University, the employee must return all books and pay all fines. If the employee is 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 of 2.85% (minimum $3.00) will be added to any credit card payment.
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, the employee must email the Bursar or contact her by phone at (423) 439-4212;
Tuition reimbursement: Determine if the employee received any tuition reimbursements in the past 6 months. The employee will be required to pay back any assistance received within that time window.
Moving expenses: Determine if the employee received any moving expense reimbursement 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. The employee will be required to pay back any assistance received within that time window.
Child care: For the Child Study Center, contact Edith DeBord by phone at (423) 439-4888 to settle any remaining balance.
For the Little Bucs, contact Vicki Ledford by phone at (423) 309-0006 to settle any remaining balance.
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Procard
Collect all outstanding receipts and financial statements from the employee's Procard for approval. If you have any questions regarding the audit process, contact Wendy Dover by phone at (423) 439-4741 or visit her in person at Burgin Dossett Hall, Room B-016.
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Annual Leave
Resignations: Upon termination of employment, the employee will be paid for all accrued, but unused annual leave as of their last working day. Payment will be part of their final paycheck. Employees funded by grants/contracts may be required to use their leave prior to termination.
Retiring: If the employee is retiring, there are two methods for them to receive any unpaid annual leave. It can be paid in a lump sum on their final paycheck or they can receive terminal leave. Terminal leave means that after their last working day, their annual leave balance is paid as if they were still working until the balance is exhausted. Once an an employee begins terminal leave, they won’t accrue any additional leave, but can be paid for the holidays that fall within the terminal leave period.
Involuntary separation: If an employee is dismissed for gross misconduct, or resigned to avoid dismissal for gross misconduct, they will not be entitled to any compensation for unused annual leave at the time of dismissal.
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Benefits/Retirement
Encourage the employee to contact Benefits by phone (423)439-4457 or visit them in person at the Ballad Health Athletic Center (Mini Dome) in room E-203 to discuss thier options.
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Emeritus/Emerita
Determine if the retiring faculty member is eligible for Emeritus/Emerita. Complete all applicable paperwork within the designated time period in order for the retiring faculty member to receive benefits.
Ask Darla???
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Update Employee's Mailing Address
Instruct the employee to use the Online Personal Information Change Form to update any personal information before they leave. A valid forwarding address for mail is essential so Payroll has the correct address for sending tax documents.
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Update Unit Information
Update your unit's contact information on your website and make any necessary changes to your department's organizational chart.
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Communication
Ensure that the change had been communicated to the department and affected individuals. In some cases this should be a campus-wide communication. Ensure that the employee has created an appropriate Out-of-Office email message and/or voicemail with information regarding who to contact after the employee's departure date.
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Collect Timesheet
Ensure the employee completes, signs, and turns in their final timesheet.
Transferring within ETSU
Any supervisor offboarding an employee that will continue their employment with ETSU, but is leaving their current position, please follow these procedures.
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Signed Letter of Resignation
Each terminating employee shall submit a signed letter of resignation in person to his/her 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.
-
Knowledge Transfer Plan
Arrange a time to meet with the employee to create a knowledge transfer plan. Discuss all of the following that apply:
Final date of employment, last work date and projected leave requests.
Assignments and status of current commitments (teaching, projects, committees, etc.): Create a knowledge transfer plan that includes creating or updating written operating procedures and cross training staff.
Security and create/approver roles in University systems: Take the appropriate steps to reassign tasks and responsibilities, including requesting security and system access for the newly responsible employee.
Departmental and University property: Make a list of assets that the employee has been issued and will need to return on or before the employee's last working day. That list can include, but is not limited to keys, books, laptops, pagers, tools, phones, uniforms, tablets, ID badges, keycards, and any other equipment.
Outstanding expenses and reimbursements: Ensure outstanding expenses and reimbursements have been approved and submitted.
Instruct the employee to complete an Employee Separation Action in the … system and upload their letter of resignation.
Communicate the change: Instruct the employee to communicate the personnel change with affected individuals and units, including creating an appropriate Out-of-Office email message with information regarding who to contact after the employee's departure date.
-
Procard
Collect all outstanding receipts and financial statements from the employee's Procard for approval. If you have any questions regarding the audit process, contact Wendy Dover by phone at (423) 439-4741 or visit her in person at Burgin Dossett Hall, Room B-016.
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Update Employee's Information
Instruct the employee to use the Online Personal Information Change Form to update any personal information before they transfer. A valid forwarding address for mail is essential so Payroll has the correct address for sending tax documents.
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Update Unit Information
Update your unit's contact information on your website and make any necessary changes to your department's organizational chart.
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Collect Timesheet
Ensure the employee completes, signs, and turns in their final timesheet.
Involuntary terminations
Contact Human Resources for assistance with involuntary terminations.
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Signed Letter of Separation
In the event of dismissal, the supervisor must submit a letter of termination.
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Knowledge Transfer Plan
Arrange a time to meet with the employee to create a knowledge transfer plan. Discuss all of the following that apply:
Final date of employment, last work date and projected leave requests.
Assignments and status of current commitments (teaching, projects, committees, etc.): Create a knowledge transfer plan that includes creating or updating written operating procedures and cross training staff.
Security and create/approver roles in University systems: Take the appropriate steps to reassign tasks and responsibilities, including requesting security and system access for the newly responsible employee.
Departmental and University property: Make a list of assets that the employee has been issued and will need to return on or before the employee's last working day. That list can include, but is not limited to keys, books, laptops, pagers, tools, phones, uniforms, tablets, ID badges, keycards, ETSU ID Card (students may keep their ID card), and any other equipment.
Outstanding expenses and reimbursements: Ensure outstanding expenses and reimbursements have been approved and submitted. Since the employee is leaving the University, the employee should clear all debts prior to departing the University. Remaining outstanding debts will be deducted from the employee's final paycheck. More information on this topic is available in the "Repayment of Debts" section.
Instruct the employee to complete an Employee Separation Action in the … system and upload their letter of resignation.
Communicate the change: Instruct the employee to communicate the personnel change with affected individuals and units, including creating an appropriate Out-of-Office email message with information regarding who to contact after the employee's departure date.
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Create an Employee Separation Action
The supervisor can Employee Separation Action in the … system and upload the employee's letter of termination.
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Repayment of Debts
The terminating employee is required to settle debts incurred during their employment at the University. If there are debts, the employee should contact the specific approving unit and make arrangements to settle the debt or the money will be deducted from the final paycheck. The employee’s final paycheck 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 the employee is leaving the University, the employee must return all books and pay all fines.
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 of 2.85% (minimum $3.00) will be added to any credit card payment.
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, the employee must email the Bursar or contact her by phone at (423) 439-4212;
Tuition reimbursement: Determine if the employee received any tuition reimbursements in the past 6 months. They will be required to pay back any assistance received within that time window.
Moving expenses: Determine if the employee received any moving expense reimbursement 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. The employee will be required to pay back any assistance received within that time window.
Child care: For the Child Study Center, contact Edith DeBord by phone at (423) 439-4888 to settle any remaining balance.
For the Little Bucs, contact Vicki Ledford by phone at (423) 309-0006 to settle any remaining balance.
-
Procard
Collect all outstanding receipts and financial statements from the employee's Procard for approval. If you have any questions regarding the audit process, contact Wendy Dover by phone at (423) 439-4741 or visit her in person at Burgin Dossett Hall, Room B-016.
-
Annual Leave
If an employee is dismissed for gross misconduct, or resigned to avoid dismissal for gross misconduct, they will not be entitled to any compensation for unused annual leave at the time of dismissal.
-
Benefits/Retirement
Encourage the employee to contact Benefits by phone (423)439-4457 or visit them in person at the Ballad Health Athletic Center (Mini Dome) in room E-203 to discuss their options.
-
Update Employee's Information
Instruct the employee to use the Online Personal Information Change Form to update any personal information before they leave. A valid forwarding address for mail is essential so Payroll has the correct address for sending tax documents.
-
Update Unit Information
Update your unit's contact information on your website and make any necessary changes to your department's organizational chart.
-
Collect Timesheet
Ensure the employee completes, signs, and turns in their final timesheet.