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HUMAN RESOURCE SERVICES
Marshall University / Marshall Community & Technical College |
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DEPARTING EMPLOYEE INFORMATION refers to a set of steps and activities that are required for or associated with the ending of a person's employment at Marshall University (hereinafter the University) or Marshall Community & Technical College (hereinafter the College) as by resignation or retirement, etc. Some of the items in Departing Employee Information are done by the departing employee. Other things are done for him/her by others. The list below can be followed in order to properly complete the withdrawal from active employment status. This page may be printed to use as a handy reference. You may optionally place a checkmark by each item as it is completed. This form does not need to be turned at the conclusion of the departing employee process. THINGS TO DO IN CONNECTION WITH DEPARTURE FROM EMPLOYMENT AT THE UNIVERSITY OR THE COLLEGE: [ ] LETTER OF RESIGNATION: As soon as an employee determines to resign or retire, he/she should write a letter of resignation to their employing department. The letter should indicate the last day to be worked and the reason for leaving university service. The employing department should accept in writing the notice of resignation or retirement. This can be accomplished by a signed pen-and-ink annotation to the employee's resignation letter or by a separate signed writing to the employee. A copy of the letter of resignation and the employing department's acceptance of it should be sent to Human Resource Services as soon as possible. [ ] ANNUAL LEAVE DECISION: Leave-accruing employees who leave University employment and who have a positive balance of annual leave must make a decision regarding whether they wish to receive a lump-sum payout of accrued annual leave or remain on the payroll for as long as the accrued annual leave lasts after the last day worked. Information about the implications of this decision may be obtained by contacting Human Resource Services in 207 Old Main, by phone at 304.696.6455, or by e-mail to human-resources@marshall.edu. [ ] BENEFITS DE-ENROLLMENT: Persons resigning or retiring from the University should contact Human Resource Services as 304.696.6455 or by e-mail to human-resources@marshall.edu as soon as possible to schedule a benefits de-enrollment meeting. [ ] OUTLOOK GROUPWARE: The departing employee should contact Computing Services and inform them of their resignation/retirement date so that their account in the Outlook groupware can be set properly. NOTE: Employees of the Marshall University School of Medicine (MUSOM) should contact the Division of Information Technology at 696.7337 (located in room G35 of the Medical Education Building, or in the Health Science Library of the Medical Center Building) to resolve their Outlook acocunt. [ ] MARSHALL UNIVERSITY E-MAIL ACCOUNT: In certain circumstances, individuals may retain their Marshall University e-mail address. Persons resigning or retiring should contact Computing Services and make proper arrangements for either the termination or continuation of their Marshall University e-mail account. [ ] BANNER DE-ENROLLMENT: For any departing employee who has privileges to the Banner system, the employee's supervisor or other authorized representative from the employing department should contact Computing Services, 4th Floor, Drinko Library, in a timely manner for the purpose of stopping the individual's Banner privileges consistent with the schedule for their departure from University employment. [ ] KEYS: The departing employee should turn in to their supervisor on their last day worked (or earlier as appropriate) any keys to offices or locked storage they were issued. [ ] TELEPHONE CALLING CARD: Any telephone calling card issued to the departing employee should be turned in to the supervisor in a timely manner prior to the employee's last day at work. [ ] CAMPUS I.D. CARD: The Campus I.D. Card should be turned in to Human Resource Services, 207 Old Main, on the last day of employment or as soon as the card is no longer needed if earlier than the last day. [ ] STATE OF WEST VIRGINIA PURCHASE CARD: If a departing employee was issued a State of West Virginia Purchase Card, the employee should turn the Purchase Card in to the supervisor in a timely manner prior to the departing employee's last day of work. The departing employee's supervisor or other authorized representative of the employing department should contact the Finance Department's Accounting Office at . [ ] PARKING PERMIT: If the departing employee was in possession of a Marshall University parking permit, he/she should notify Public Safety in the Welcome Center of their departure date. Public Safety may require that the parking permit be turned in to them prior to the departure of the employee. [ ] LIBRARY MATERIALS: The departing employee should make arrangements to return any outstanding Library materials and settle any overdue fines on or prior to the last day worked. Contact the Library staff on the ground floor of the Drinko Library. [ ] PERSONAL PROPERTY: The departing employee should make arrangements to remove any personal property from their University work station on or prior to their last day worked. [ ] NOTIFICATION OF CHANGE OF ADDRESS. The Payroll Office will send the departing employee an INS Form W-2, statement of earnings, in January. If the departing employee changes address after leaving employment at the University or the College, he/she is responsible for notifying the Payroll Office of their new address. Otherwise the Form W-2 may not be received. This office may be reached with paper mail at Payroll Office, Marshall University, 205 Old Main, One John Marshall Drive, Huntington, WV 25755, by phone to 304.696.6457. [ ] NOTIFICATION OF DEPARTURE OF CLASSIFIED EMPLOYEES: Human Resource Services will notify an officer of the Classified Staff Council of the departure of any regular-status classified employee. [ ] RETIREE STATUS: Human Resource Services should make arrangements to set the employment status of the departing employee in the Banner system to Retired (E-Class RT) as soon as possible consistent with their decision to draw down accrued annual leave versus taking a lump-sum payout. This may require suspending the matter on the calendar to ensure that it is done at the proper time in the future. [Return to the Employment Top Page] [Return to the Human Resource Services Home Page] |
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