Exits and Transfers
Do you have an employee leaving Rice or transferring from your department? This section serves as a guide to the forms and procedures needed to complete the termination process for employees leaving Rice voluntarily or transferring to another department.
It is important to ensure the voluntary termination process is completed in a timely manner and that all required forms (i.e., the termination form, final time sheets and time and attendance records) are submitted in conjunction with the payroll deadlines. For payroll deadlines, refer to the payroll calendars.
The following steps serve as a guideline for Supervisors and Managers completing the voluntary termination process:
- Complete the Termination Form and include the following documents: the final time and attendance record, a written resignation letter (or voluntary resignation form), and the Checkout form. These documents will then need to be sent to Human Resources at MS-92.
- For non-exempt employees, ensure their final time sheet is submitted to payroll prior to their last day.
- Encourage all employees who are leaving Rice or transferring to another department to complete the online exit survey. In person exit interviews with Employee Relations are available upon request.
- Check in with your employee on their last day and collect their ID card, purchasing card, Faculty Club card, keys (turned in to RUPD), parking card, and any other Rice issued equipment prior to their final departure. The cards should be sent to Human Resources.
- If you know the employee is moving, have them log into ESTHER to update their address information or make sure to include the new address on the termination form.
Please note the employee’s final check will include payment of any unused benefit time accrued, in accordance with the Benefit Time Policy No. 405, and will be processed on the next regular payroll cycle.
Important Tips When Someone is Leaving Rice or Transferring to a Different Department
The two-week notice period is going to fly by.
What are the employee working on and who can take it over in the interim? Be realistic of what the employee can accomplish between now and when they leave.
- Let your team know as soon as possible
- Identify key contacts on and off campus that should be notified
- SmartSeive – set auto-reply now notifying the employee is leaving and who to contact moving
Put emotions and your disappointment aside, wish them well do your best to end their time here on a good note.