Staff Separation – General Off-Boarding

I. Summary

It is in the University’s interest to effectively manage the departure of staff employees when separating from employment. This off-boarding process can help to ensure the:

• Security of property and information
• Completion of required exit tasks
• Business continuity upon the employee’s departure
• Transition with staff and clients
• Collection of information and insights about the UCSC employment experience

II. Related Policies, Contract Articles and References

1. Personnel Policies for Staff Members (PPSM) – employees not covered by representation
   • PPSM 60 – Layoff and Reduction in Time from
     Professional & Support Staff Career Positions
   • PPSM-64 Termination and Job Abandonment  
2. Contract Articles – employees covered by representation

III. Process

1. When a letter of resignation is received and/or the Unit/Department initiates a final separation action (Termination/Dismissal (PSS or MSP), Layoff, Job Abandonment, etc.): The Unit/Department informs employee that all University property and electronic resources, access and documents must be returned/ secured upon separation and discuss transition plan and transfer of information.
2. The Unit/Department completes the Supervisor Checklist for Off-boarding Employees.
3. The Supervisor notifies the Payroll Administrative Specialist to request removal of the background check on the last day that the employee will be in the workplace.
4. The Unit/Department establishes and communicates, to all staff, short and long term plans to complete work.

IV. Final Paychecks

Final paychecks are issued through UCPath and the timing depends on the type of separation. For involuntary separations without notice, California law requires that final pay be provided immediately at the time of separation. For voluntary separations (such as resignation or retirement), final pay is generally issued on the next regularly scheduled payday.

Employees can view their final pay, including payout of any unused vacation, in the UCPath portal under “View Paycheck.” Vacation balances may also be reviewed in CruzPay prior to separation.

For detailed information on final pay policy and frequently asked questions, please visit UCSC Financial Affairs:

• Final Pay Policy — Payroll Coordinator Guide
• Separation FAQs

IV. Forms/Resources

• Supervisor Checklist for Off-boarding
• Video-Successful Offboarding
• Staff Exit Interview Program
• Termination of Employment Benefits