Clearance Information

Clearance Process for Terminating/Retiring Faculty & Staff

1. Each terminating/retiring faculty & staff member shall submit a written notice of termination/retirement to his/her immediate supervisor.
2. The immediate supervisor should accept the written notice of termination/retirement in writing. A template for acceptance of termination/retirement can be found on the Employee Relations website.
3. The department should submit the appropriate ePAR in OneUSG Connect and attach backup documentation to the ePAR. The effective date should be the first day the employee is not working (should not be paid).
4. The supervisor/department will provide the terminating/retiring faculty or staff the Clearance Form and provide departmental clearance.
5. The HR Coordinator will process the termination/retirement ePAR (once backup is received to verify the termination/retirement date) and initiate the electronic clearance process. All areas that require an employee to clear can be electronically cleared (provided the employee does not have any outstanding items/fees in that particular area) with the exception of JagCard (badge) Office, Key Control, Parking, and Human Resources.
6. The HR Coordinator will send the department (sent to the person that submitted ePAR) a request for rehire eligibility. We ask that this be returned as soon as possible.
7. Once the electronic clearance process has been completed (in #5) and/or two (2) days before the date of termination/retirement, HR will email the employee (copying department contact) of where the employee must physically clear from and provide the exit interview link. Each faculty and staff must physically clear from the following locations: Parking, Key Control, JagCard Office (Badge), Human Resources (Final Clearance – Annex 1 Building).
8. Final paychecks and vacation pay-outs (if applicable) will be delivered via direct deposit. If it is determined that the employee is not clear on his/her accounts, HR will coordinate with Payroll to hold processing of vacation pay out until employee is cleared.