Information for Exiting Employees

• 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 does not extend employment. In other words, an employee may not complete a final period of employment through the use of accrued vacation 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:

• 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 clearance has 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.      Schedule your exit interview with Human Resources by calling 254-710-8539. The exit interview should be held on or before your last day of employment. Please note that you will also meet with a representative from Compensation & Benefits during this time to discuss insurance conversion and the retirement income plan. 

• Separation Processing Form  - Sections C & D will be completed with HR; 
• Technology Access Form
• Copy of your letter of resignation;
• Baylor ID Card.  Note: Baylor Retirees may keep their ID card;
• Baylor parking decal; and
• Keys, purchasing card, name tags, cellular phone or other University property not previously returned to your department. 

6.  Additional actions required by the separating employee:

• 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;
• Coordinate separation with Student Financial Aid Office if you, your spouse and/or your dependents are receiving tuition remission benefits;