The following checklists are intended to help make the transition as smooth as possible, whether you are a manager or the employee making the transition. For additional guidance and campus-specific processes, please reach out to a Human Resources contact at your university. 

Employee Checklist

For retirements: Complete your Electronic Notice of Intent to Retire form at least 60 days prior to your retirement date. Refer to the retirement planning checklist for more information about preparing for retirement.  

For resignations: Communicate to your manager that you are resigning and submit a written resignation letter with at least two weeks working notice.  

In the plan, include how remaining work will be completed:  

  • Handed off to another employee 
  • Completed by the employee before their last day 
  • Put on hold 

Also, ensure you communicate important or exclusive information to your manager. 

Discuss the specifics, including how and with whom your departure will be communicated. 

Mailing addresses and personal email addresses are used to distribute important information about employee and retirement benefits, tax information and the UM System exit survey.  

To update your information, visit myHR, select “My Personal Details” and then update your mailing address under “Addresses” and email under “Contact Details.” When updating your email address, you should select email type “Home.” 

Work with your manager to create a list of University property to be returned before your last day. These items may include:  

  • Laptop/computer - contact the IT Helpdesk to have the computer wiped 
  • Security badge 
  • University ID 
  • Parking pass 
  • Keys 
  • Purchasing card 
  • Department-specific items 

University email accounts are locked the day after an employee’s last day of employment. Review the Email Management Policy or (Percipio course) to make a plan for managing business records. 

In the days leading up to your last day of employment, there are things you can do to ease the transition:  

  • Clean out your workspace 
  • Pass on important hard-copy materials to your manager 
  • Turn in any outstanding expense or travel reports 
  • Update your W-2 e-Consent Status in myHR.  
  • Set up an out of office automatic reply in Outlook – Keep it simple, i.e., “Thank you for your email. For question about pending projects, please contact Jane Smith.” 
  • Submit any hours worked on your timesheet 

All benefit-eligible employees who voluntarily terminate employment will receive an automated email inviting them to participate in an exit survey. You will receive this invitation once their ePAF is submitted. 

Look for an email from the Employee Experience Team. This email will go to your home email address if there is one on file. Otherwise, the email will go to your work email address. 

If you would like to participate in an additional Exit Interview, please contact a human resource representative on your campus. 

Additional Resources

Your username and password will continue to work for myHR so you are able to access documents such as your Form W-2. 

The HR Service Center can answer any questions you may have about your benefits. For important information on leave accruals, benefits and other topics, please see the related HR Policies: 

Manager Checklist

In the plan, include how remaining work will be completed:  

  • Handed off to another employee 
  • Completed by the employee before their last day 
  • Put on hold 

Also, ensure that important or exclusive information is communicated to you.  

Work with the employee to determine how and with whom to communicate their departure. Ensure you include specifics about the transition plan when discussing the departure with the rest of your team, like what tasks may be reassigned. 

Mailing addresses and personal email addresses are used to distribute important information about employee and retirement benefits, tax information and the UM System exit survey.  

To update their information, the employee should visit myHR, select “My Personal Details” and then update their mailing address under “Addresses” and email under “Contact Details.” When updating their email address, they should select email type “Home.” 

All benefit-eligible employees who voluntarily terminate employment will receive an automated email inviting them to participate in an exit survey. Employees will receive this invitation once their ePAF is submitted.

Work with the employee to create a list of University property to be returned before their last day. These items may include:  

  • Laptop/computer - contact the IT Helpdesk to have the computer wiped 
  • Security badge 
  • University ID 
  • Parking pass 
  • Keys 
  • Purchasing card 
  • Department-specific items 

University email accounts are locked the day after an employee’s last day of employment. Review the Email Management Policy or (Percipio course) to make a plan for managing electronic business records.  

Complete an ePAF. Once the ePAF is effective, all security permissions will be terminated.  

Update the organizational chart and directory information, i.e., the staff directory webpage, contact lists, Teams.  

Create a plan for the vacant position.  

Send the employee off on a positive note and thank them for what they have contributed to the organization. 

There are many reasons someone may resign, many of which are outside of the manager’s control.  

Use this experience as an opportunity to reflect on the current organizational context, your team culture and your personal managerial skills and style. What can you do to continue to support your team and individual employees?