Leaving Employment at Wesleyan
Employees who are leaving the University and their supervisors need to complete a number of steps prior to the last day of employment.
- The first thing to do once an employee has made the decision to leave is to submit a letter of resignation:
- This should be addressed to the supervisor and cc'd to the Director of Human Resources.
- It should specify the employee’s last date of work, which is the last day physically present at work. (The last day can't be a paid day off such as a vacation day or a holiday).
- Email and hard copy versions are both acceptable.
Note: No resignation letter is needed for Employees finishing up a term position that was scheduled to end on a specific date or concluding a temporary assignment.
Leaving Employment Checklist
- The Supervisor and Employee should discuss and complete the following steps:
- Upon receipt of the resignation letter, the supervisor should initiate a “voluntary termination form” found in the “Supervisor/Manager Resources” section of the Employee Portfolio. This form will initiate the notification process.
- Create an automatic email reply to redirect inquiries to another person within the department. Email accounts are disabled following an Employee’s last day of work.
- Make a plan regarding the Employee’s voicemail and telephone extension. Contact WesTel for support if needed.
- Ensure that the Employee’s electronic files are accessible to co-workers. Contact the department’s desktop support specialist for support if needed. Gather all University property, including keys, Wes ID, p-card, uniforms, and laptop or other IT equipment. The supervisor should ensure that the following University offices are notified of the termination: Physical Plant Lock Shop, x3814 (keys), Finance, x2958 (p-card), Wes Card office, x3253 (WesID) and Administrative Help Desk, x4777 (information technology equipment). Those departments will inform supervisors what to do with the property.
Important information for the Employee
- If you participate in the University’s retirement plan or SRA plan, no immediate action will be required if you are not prepared to withdraw or rollover funds. If you do want to withdraw funds, feel free to contact the vendors (e.g. TIAA-CREF- 800-842-2776, Fidelity- 800-343-0860 or Vanguard 800-662-2003) to discuss your options.
- If you have health or dental insurance, your coverage will automatically terminate based upon your last day of employment. If your last day is on or before the 15th of the month, coverage ends on the 15th. If you last day is on the 16th or later, your coverage will terminate on the last day of that month. You will receive written information from our COBRA administrator, Benefit Strategies, about the option to continue your coverage under COBRA as your separation date draws closer. You have 60 days after your coverage ends to make a decision.
- You may be eligible to continue your life insurance benefits. If interested, please contact firstname.lastname@example.org for rates and information.
- Your final paycheck will be generated on the next regular pay date. If applicable, be sure to complete your final timesheet as usual.
- If you have unused vacation hours, they will be paid out in the final check up to a maximum of your annual carryover limit. A “voluntary termination form” must be completed by the supervisor in order for this transaction to occur.
- In order to receive information from the University (like next year’s W-2 or the COBRA information), we need your current mailing address. Please be sure to update your address in the Personal Information section of your Employee Portfolio prior to your departure.Notification of address changes that need to be made following your last day of employment should be emailed to email@example.com.
- Fill out the Exit Interview form found on the HR website, which is voluntary and can be confidential.
If you have other questions, please feel free to contact Human Resources at x2100.