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Executive Office Shared Environment

Employee Offboarding Checklist

Resignation

Employees must submit a formal resignation to their supervisor before completing the steps on this checklist. The resignation should include:

  • Final working date.
  • Washington state transfer within the University of Washington or other state agency, if applicable.
  • Retirement, if applicable.
  • Providing two weeks notice is considered best practice.

Checklist with Executive Office Shared Environment

Exit Interview

Schedule an exit interview with Terry Wilson, Executive Office Associate Director of Employee Relations. Not required.

Employees with a ProCard

Travel Expenses

Any remaining UW business-related travel expenses that have not yet been reimbursed must be reconciled. Submit an EOFin travel reimbursement request form prior to your last day.

Checklist with Supervisor

Confirm with your supervisor whether these offboarding tasks will be completed with them or a designated individual.

Vacation

Ensure all vacation and time-off requests are approved to allow for payout.

VACATION FOR PROFESSIONAL STAFF ONLY: Subject to unit leadership approval, it is the guidance of the Executive Office that professional staff members may take up to two weeks (80 hours; or appropriate hours for FTE) of vacation time off between their final day in-office and their final date of employment.

This practice allows for:

  • Prompt recruitment of the departing employee’s position
  • Minimal disruption to while maintaining business continuity
  • Support of the remaining team members on staff in the affected department
  • All while minimizing budgetary impact

Departure Notification

Set up an email auto-reply, a voicemail message, and update any website resources to inform others of your departure and provide updated contact information.

Equipment and Access

Return any equipment, keys, and ID badges. You do not need to return your Husky Card.

Records Management

Review the Records Management Offboarding Resource and complete the Records Management Offboarding Checklist (docx) and provide the completed version to your supervisor to ensure proper storage and handover of documents, including email, electronic records, and paper records.

Personal Checklist

Hourly or non-exempt employee

Submit your final timesheet of hours worked into Workday prior to the end of your final day of work.

Payroll deductions

Cancel all voluntary payroll deductions, e.g., parking, Husky Card, combined fund drive, union dues, donations, etc.

UW Travel Card

Email uwcts@uw.edu with your name, the last four digits of your account number, and request card cancellation.

UW Childcare

Email childcare@uw.edu to notify the care center of your separation from UW employment, if applicable.

Software

Remove any UW-licensed software from personal devices.

Insurance

Review insurance continuation options. Contact UWHR Benefits at 206-543-4444 or benefits@uw.edu for additional information.

Retirement Plan Contributions

Contact UWHR Benefits at 206-543-4444 or benefits@uw.edu to access your retirement plan contributions.

Workday

Past and future tax documents will remain accessible to you in Workday. Your personal contact information must remain updated within Workday.