Separation of Employment

We've compiled the steps for the offboarding process with instructions on how to process each type of employee separation at Augusta University.

HR Offboarding Process Overview (Process Map)

  1. Employee submits termination notice to supervisor and HR at offboarding@augusta.edu.
  2. Manager submits MSS termination transaction.
  3. Within 48 hours of the MSS termination transaction being received, HR starts the separation process.
  4. AU property is collected.
  5. Exit interview is conducted.
  6. Employee’s security access is removed within five (5) days after their termination.  Failure to process terminations on time can result in:
    • Unauthorized access to institutional systems
    • Compliance risks and security vulnerabilities
    • Payroll and benefits processing errors
    • Delays in providing timely instructions and communications to separating employees and completing other required offboarding logistics

Jump to: Voluntary Resignation  Involuntary/Termination Retirement Transfer to Another Institution

Contact Us

AU Human Resources

Annex 1, 1499 Walton Way

(706) 721-9365

HR_Web@augusta.edu

Staff Listing

Voluntary Resignation

Employee must give written notice to supervisor and a copy to Human Resources at offboarding@augusta.edu. The minimum notice for non-exempt staff is generally ten (10) working days, and generally thirty (30) working days for exempt staff and faculty.

  • Employee begins the Employee Offboarding Checklist.
  • Manager accepts resignation in writing using this template. Manager begins Department Offboarding Checklist.
  • MSS Termination transaction must be submitted within five (5) days of the effective date. The effective date should be one (1) calendar day after the last date worked or the last active date on payroll.
  • Department provides Clearance Form to the separating employee.
  • HR Coordinator reaches out to the department to obtain rehire eligibility (if not provided in the resignation acceptance).
  • HR Coordinator initiates the electronic clearance process and creates clearance checklist in OneUSG.
  • Prior to the last date of employment, HR Coordinator sends separating employee a final clearance email (copying supervisor) which includes:
    • Notification on where the employee must physically clear
    • Details on when access will end
    • COBRA information
    • Exit survey information
  • Once the termination is processed by HR, HR generates a separation notice, mailing  one to the separating employee’s home address and one to Georgia Department of Labor. 
  • The institution is not obligated to allow an employee to rescind the resignation. The supervisor may designate an earlier final date of employment.
  • Final Pay will be deposited into the direct deposit account(s) on record and will take place on the next regularly scheduled pay date. 
  • Up to 360 hours of unused vacation time is paid out on the next regularly scheduled pay date after your final pay, provided you have completed the clearance process.

Involuntary/Termination 

Supervisors who are considering punitive employment actions such as suspension, demotion, or dismissal of an employee must contact Human Resources Employee Relations to ensure that all appropriate laws, regulations, and policies are observed. Examples include:

  • Violation of Work Rules
  • Unsatisfactory Performance
  • Provisional Period Discharges
  • Policy Violations
  • Criminal Activity or Notification of Arrests
  • Possible EEO/AA Concerns
  • Job Abandonment
  • Failure to Return from Absence

An employee affected by demotion, suspension, or dismissal will be informed in writing of the reasons for the action taken. The effective date of demotion or suspension shall be five (5) days following the notification.

Employees affected by a demotion, suspension, or dismissal may appeal to the next level of authority within five (5) working days of the notification of the action.

The employee will be entitled to a procedural protection of a hearing before a Board of Review (Grievance Policy). This request must be made within ten (10) working days following the documented adverse action. Grievance Policy is not applicable for employees terminated during AU’s provisional period or temporary employees. 

Note: Please consult with Employee Relations before initiating any involuntary separation, termination or other punitive employment action.

  • MSS Termination transaction must be submitted within five (5) days of the effective date. The effective date should be one (1) calendar day after the last date worked or the last active date on payroll.
  • Department provides Clearance Form to the separating employee.
  • HR reaches out to the department to obtain rehire eligibility.
  • HR Coordinator initiates the electronic clearance process and creates clearance checklist in OneUSG.
  • HR Coordinator sends separating employee a final clearance email (copying supervisor) which includes:
    • Directions on where the employee must physically clear
    • Details on when access will end
    • COBRA information
    • Exit survey information
  • HR generates a separation notice, providing one to the separating employee and one to Georgia Department of Labor.
  • The institution is not obligated to allow an employee to rescind the resignation. The supervisor may designate an earlier final date of employment.
  • Final Pay will be deposited into the direct deposit account(s) on record and will take place on the next regularly scheduled pay date.
  • Up to 360 hours of unused vacation time is paid out on the next regularly scheduled pay date after your final pay, provided you have completed the clearance process.

Retirement

Employee must give written notice to supervisor and a copy must be sent to Human Resources at dcone@augusta.edu. The minimum notice for non-exempt staff is generally ten (10) working days, and generally thirty (30) working days for exempt staff and faculty.

  • The employee begins the Employee Offboarding Checklist.
  • Manager accepts resignation in writing using this template.  Manager begins Department Offboarding Checklist.
  • MSS Retirement transaction must be submitted within five (5) days of the effective date. The effective date should be the date provided on the notice from the employee.
  • Department provides Clearance Form to the separating employee.
  • HR reaches out to the department to obtain rehire eligibility (if not provided in the retirement acceptance notice).
  • HR initiates the electronic clearance process and creates clearance checklist in OneUSG.
  • Prior to last date of employment, HR sends separating employee a final clearance email (copying supervisor) which includes:
    • Notification on where the employee must physically clear
    • Details on when access will end
    • Exit survey information
  • Once the retirement is processed by HR, HR generates a separation notice, mailing one to the separating employee’s home address and one to Georgia Department of Labor. 
  • Final Pay will be deposited into the direct deposit account(s) on record and will take place on the next regularly scheduled pay date. 
  • Up to 360 hours of unused vacation time is paid out on the next regularly scheduled pay date after your final pay, provided you have completed the clearance process.
  • If you are a TRS retiree, unused sick time can count toward your retirement service time and is unlimited. Unused sick time does not apply toward ORP retirement. Contact TRS or visit the website for your conversion options.

Your TRS, ERS or ORP Retirement

Transfer to Another Institution

Internal Transfer (Intra-Institutional Transfer)

The shift of an employee from one position to another in the same institution. The employee who is affected by an internal transfer will continue all benefits uninterrupted. The employee will not restart the provisional period. 

External Transfer (Inter-Institutional Transfer)

The movement of an employee from a position at one institution within the University System to a position at another institution or to/from the University System Office.

  • In the event of an external transfer, accumulated sick leave, retirement benefits, and service continuity will be transferred if the break in service does not exceed thirty (30) calendar days. When the external transfer occurs with no break in service, an employee must transfer accrued vacation leave of between one (1) and twenty (20) days. For employees with accrued vacation leave of greater than twenty (20) days, the employee may elect one of the following options: Transfer of the total accrued vacation balance, not to exceed forty-five (45) days. 
  • Payment by the institution from which the employee is moving of accrued vacation leave greater than twenty (20) days. The total accrued vacation leave for which the employee may be paid shall not exceed twenty-five (25) days. 

The transferring employee will restart the provisional period at the new location effective on the first day of employment and serve their first six (6) months in a provisional status, subject to all terms and conditions of the provisional period policy. 

When an employee terminates from one institution and is then hired by another System institution, this shall not constitute an external transfer. If the termination and subsequent hiring occurs with less than thirty (30) days between the actions, the Chief Human Resources Officer of new employer may choose to treat such an action as an external transfer under this policy at their sole discretion. 

This policy ensures consistency among institutions of the University System regarding the transfer of employees with the institution and from one University System institution to another, including the University System office. 

The policy also ensures consistency as necessary for meeting applicable reporting requirements while also affording the appropriate level of flexibility needed at the institutional level.