A Guide for Exiting Employees 

Notice of Resignation An employee who desires to voluntarily resign from Western should submit a letter of resignation to their supervisor generally two weeks in advance of the intended resignation date.  A letter of resignation is a formal notice to your department and the University that you are ending your employment relationship with the University.  Specify the last day of work in the letter.  You department will forward your letter to Human Resources for placement in your personnel file.  Faculty letters are forwarded to the Provost’s Office.  

Personnel Action Form  Your department will submit a Personnel Action form to initiate the separation process. 

Return of University Property Submitting a Check Out form will notify various departments of your separation from Western.  They will be able to assist you in returning University property.

Final Paycheck Your final paycheck will be processed on the next regularly scheduled pay date following your last day of work.  Your pay will be distributed as usual, direct deposit or check. 

Vacation Leave Buyout Unused Vacation leave will be included with your last pay if the terminating Personnel Action form is received by the payroll deadline, otherwise vacation leave buyout will be distributed on the following payday.

 Sick Leave Buyout  Unused sick leave is paid out to retiring employees only.  Retiring Classified staff receive their sick leave buyout with their final pay if the terminating Personnel Action form is received by the payroll deadline, otherwise sick leave buyout will be distributed on the following payday.  Professional Exempt Staff automatically have their unused sick leave transferred to a VEBA Medical Expense Plan. 

 Other Leave Balances

            Comp time – same as Vacation Leave Buyout.

            Personal Leave – unused Personal Leave is not paid.

Forwarding Address  Human Resources will update your forwarding address so year end tax statements (W2 forms) can be mailed.  The forwarding address is obtained from the Check Out Form.

Benefits  Shortly after your separation the Benefits department will notify the Heath Care Authority (HCA) of your status.  The HCA will mail information regarding COBRA, and other pertinent information to your home address.

Complete the following forms prior to your last day of work

Check Out Form All Faculty and Staff will need to submit a Check Out Form prior to your last date of employment.  The Check Out Form is used to notify various departments of your separation from Western. 

Exit Interview This optional interview solicits comments from Classified or Exempt Professional Staff concerning your employment at Western. Your comments and recommendations will be examined closely to assist us in improving working conditions and will influence future policy decisions. This information enables the Western to improve recruitment and selection, reduce turnover, and correct problems. Information shared during this interview will have no effect on employment references or opportunities for reemployment.  You may elect to contact Human Resources for a one-on-one Exit Interview.