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Leaving the University

Employees leaving UWF should follow the exit checklist below. The checklist serves as a guide as to what needs to be done when departing UWF.

Exit Checklist

We certainly hope your experience at the University of West Florida has had a positive impact on your life and wish you the best in your future endeavors! Now that your employment at UWF is coming to an end, we want to make sure that your transition from the university is a smooth one. The following checklist will assist you with the exit process. Please contact your immediate supervisor or Human Resources if you have any questions.

Note: Items on this checklist may not apply to all employee types.

  • Notify your supervisor one month in advance if possible.
  • If resigning, provide your supervisor with a written letter of resignation.
  • If retiring, provide your supervisor with a letter of intent to retire and contact the Human Resources Benefits Team at least 6 months to 120 days in advance.
  • Alert the Human Resources Benefits Team if you are transferring to another State university or agency so they can assist you in a smooth transition.
  • Call the Human Resources Benefits Team to set up your insurance deduction end dates, discuss the continuation of coverage through COBRA, if desired, and to discuss what to do with your retirement accounts.
  • Review the Retirement Plan for OPS Employees (FICA Alternative) information (OPS employees only).
  • Submit your final timesheet or leave report to your supervisor for approval.
  • Check your Employee Permanent Address and Phone Number are up-to-date (via the Contact and Privacy Info app in MyUWF) to ensure your W-2 will be mailed to the proper address and we can contact you if necessary.
  • Complete the Separation Clearance Form‌ before your last day of employment with the university. The form will be routed automatically to all of the areas on campus which must sign. This will require you to turn in any UWF property, keys, or P-card in your possession and to clear up any outstanding fees. This form must be completed in full before your leave payout can be released. This is required for all Faculty and University Work Force staff employees. OPS Staff who have keys, P-card, and/or property should complete the form, which is a requirement upon exiting UWF. The Separation Clearance Form is owned by the Controller's Office - Payroll Department. All questions regarding the status of an employee's form should be directed to their office.
  • Set an out-of-office reply on your email stating that you have left the university and direct senders to another university employee.
  • Review ITS information regarding ArgoNet account status.
  • Complete the voluntary  Exit Survey‌‌.
  • Call Human Resources if you have any concerns about the terms of your separation (termination cases) or wish to discuss your rights to file a grievance. Employees have 30 calendar days from the occurrence of an action to file a grievance against it. Please refer to our Employee and Labor Relations page and applicable bargaining agreements for specific details.
  • Contact Human Resources if you have questions about future eligibility for rehire. Employees who retire from the FRS (withdraw or roll over monies from their pension, ORP, or investment plan) are not eligible for rehire for a minimum of six (6) months following their first distribution, unless they satisfy FRS requirements. UWF retirees should reference "Reemployment After Retirement" for reference to their specific retirement plan sit out period. Rehired University Work Force staff employees are required to serve the usual probationary period.

Additional Information for Employees who Serve as Supervisors

If you currently have employees who report to you and for whom you are responsible for approving timesheets and/or leave reports, make sure that they have initiated a supervisor update via the PageUp system. Failure to update the supervisor in the system could lead to various issues with the routing of P-Card expenses, travel, and timesheets and/or leave reports. Employees may begin the process of a supervisor update prior to the departure of the current supervisor. If a permanent replacement for the supervisory role is not yet known, an interim supervisor should be set up in the PageUp to avoid any issues.