Clearance Information

Clearance Process for Terminating/Retiring Faculty & Staff

Each terminating/retiring faculty & staff shall submit written notice of termination/retirement to his/her immediate supervisor.
The immediate supervisor should accept the written notice of termination/retirement in writing.
1. A template for acceptance of termination/retirement can be found here.
The department should submit the appropriate ePAR in OneUSG Connect and attach backup documentation to the ePAR.
1. Effective date should be the first day employee is not working (should not be paid).
The supervisor/department will provide the terminating/retiring faculty or staff the Clearance Form and provide departmental clearance.
The HR Coordinator will process the termination/retirement ePAR (once backup is received in order to verify termination/retirement date) and initiate electronic clearance process.
1. 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.
HR Coordinator will send department (sent to the person that submitted ePAR) a request for rehire eligibility.
1. We ask that this be returned as soon as possible.
Once the electronic clearance process has been completed (in #5) and/or 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 exit interview link.

⇒Each faculty and staff must physically clear from the following locations:

→Parking

→Key Control

→JagCard Office (Badge)

→Human Resources (Final Clearance - OR 8000)

*Information on changes to the clearance process during COVID-19, can be found here.

7. Final paychecks and Vacation Pay Outs (if applicable) will be direct deposited.

→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.

Benefits Information for terminating employees

Important Information for Separating Employees

Each terminating benefits eligible employee will be mailed information regarding benefits continuation after his/her termination date. The effective date is the first of the month following the last day of coverage through Augusta University. However, employees can contact OneUSG Connect Benefits at 1-844-587-4236 for information on insurance continuation.
Employees have the option to leave, rollover, or withdraw retirement contributions.
- For Teachers Retirement System of Georgia (TRSGA) members, you may apply for refund or rollover at www.trsga.com or contact TRS at 800-352-0650.
- For Optional Retirement Plan (ORP) members, please contact your retirement vendor(s) directly to request withdrawal/rollover document.
  - AIG (VALIC) - 800-448-2542
  - Fidelity - 800-343-0860
  - TIAA - 844-230-7524
- If you worked in a temporary position and participated in the Georgia Defined Contribution Plan (GDCP) and desire to apply for a refund of your contributions, visit www.ers.ga.gov/georgia-defined-contribution-plan.
Please contact SSC at 855-214-2644 to update your phone number and address information in OneUSG Connect. Your W-2 will be mailed to the address listed in OneUSG Connect (in January).

Information for:

Resources

Clearance Information

University Benefits

Clearance Process for Terminating/Retiring Faculty & Staff