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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.

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.