For Exiting Staff

Employees voluntarily separating from the university should submit a minimum two weeks notification to their supervisor. Certain positions may necessitate extended notice due to the complexity or operational issues of the position.

  • Accrued vacation and/or holidays do not extend employment. In other words, an employee may not complete a final period of employment through the use of accrued vacation or holiday entitlement. The date of termination should be for the final day worked in the department.
  • The entitlement of vacation at termination is outlined in BU-PP 402 Staff Vacation. The vacation payment upon termination is limited to the maximum amount of time outlined in BU-PP 402.
  • Vacation accrual for monthly staff should be maintained by the department using the Monthly Absence Record form. Questions regarding vacation accrual can be addressed to the Payroll Office by calling 254-710-2217.

Relevant Policies: BU-PP 833 Staff Separation Policy and BU-PP 600 Retirement Benefits.


What you should do prior to your last day of employment:

  1. Submit a letter of resignation to your supervisor and/or department head. The letter should include the following information:
    • Reason for resignation;
    • Position title;
    • Expected date of separation, a two-week notice required;
    • Forwarding address for end-of-the-year W-2 mail outs; and
    • Signature of separating employee.

  2. Complete the Staff Separation Processing Form in coordination with your department.
    • Your department will verify clearance of all miscellaneous charges from "Section B" by contacting the appropriate offices;
    • Your department will sign where appropriate to verify clearances have been completed; and
    • Meet with your department to complete "Section A" (departmental clearance) and initial where applicable for verification.

  3. Complete the online Employee Exit Survey.
  4. Complete and print the Technology Access Form.
  5. Shared Sick Time (FOR STAFF ONLY): As a separating employee, you have the option of donating a portion of your remaining sick time accrual (max donation would be 80 hours), to be used by employees who are in need for shared sick time. Since there is no monetary value for remaining sick time hours upon separation from Baylor, you may want to submit a shared sick time donation form prior (two weeks or more) to your separation date (requires supervisor signature). One of the requirements for employees to be eligible to donate is that the employee must retain 160 hours of their time; however, this requirement is waived for separating employees. For monthly paid employees, you should be able to locate your sick time balances by contacting the monthly timekeeper within your department. If donating, please note that you will be separating from Baylor on the form.

    If you are willing to donate sick time hours, please complete the Shared Sick Time Donation form and return to Human Resources.

    On this form:

    • you can leave dept # blank
    • designate donated hours in 8 hour increments (max 80 Hours)
    • you can leave the recipient's name and dept blank

  6. Human Resources will schedule an exit interview with you on or before your last day of employment. During this time, HR will discuss insurance conversion, deactivation of your Baylor email account, and the retirement income plan. If you do not receive an invitation for the exit interview, contact Human Resources by calling 254-710-2000.
  7. Additional actions required by the separating employee prior to last day of employment:
    • Return library books to the appropriate University Libraries;
    • Pay or arrange to pay any indebtedness owed to the University or related entity;
    • Remove any personal or private files from your computer; and
    • Coordinate separation with Student Financial Aid Office if you, your spouse and/or your dependents are receiving tuition remission benefits.

  8. Information on Email accounts:
    • Staff voluntarily leaving the University will have their email account deactivated at 11:59 PM on your last day of employment.
    • Individuals involuntarily separated from the University will lose access immediately.
    • Email accounts for retirees currently remain active for an indefinite period.
    • Baylor currently provides former students an email account (BearID@alumni.baylor.edu) that allows them to continue to show their Baylor affiliation through their email address. If you meet the established level for provisioning of alumni accounts (see below), contact the helpdesk at 710-4357 or email, helpdesk@baylor.edu, to learn more on how to accessing this account. For more information on Alumni Email, please visit http://www.baylor.edu/its/index.php?id=86089.

      Current levels for provisioning of alumni accounts:

      • Undergrad: 90+ earned
      • Seminary: 60+ earned hours
      • Law: 79+ earned hours
      • Graduate: 24+ earned hours

    • This email benefit and process may be subject to re-evaluation, modification and termination by the University, in its sole discretion, in the future.

Please bring the following items with you to your exit interview:

  • Separation Processing Form - Sections C & D will be completed with HR;
  • Technology Access Form;
  • Copy of your letter of resignation;
  • Baylor ID card (and spouse card, if applicable);

    NOTE: Baylor Retirees will be issued new retiree ID card(s). In the interim, you may retain the current card(s).

  • Baylor Parking permit(s);
  • Keys;
  • Purchasing/travel cards;
  • Name tags/badges;
  • Cellular phone and/or laptops; and
  • Other university property not previously returned to your department.

Human Resources is located on the 2nd floor, Suite 200, in the Clifton Robinson Tower.