The following guidelines and Employee Check-out forms have been developed to assist department personnel in identifying all applicable issues that must be addressed and acted on prior to an employee's separation from The University of Texas Health Science Center at Houston (UTHSC-H). Departmental administrative personnel should refer to the Handbook of Operating Procedures (HOOP) for applicable policies affecting separating employees. For additional assistance, contact the appropriate UTHSC-H department.

The guidelines are to serve as a basis for each organizational unit/department to establish appropriate internal procedures for the check-out process. On receiving a notification of separation from an employee, the department chair or administrative head or his or her designee must discuss departmental procedures with the separating employee and inform the employee of his or her responsibilities. The employee and the department may use the employee check-out forms to facilitate the separation.

I. Guidelines for Departmental Employee Check-out

The following items listed must be cleared prior to separation of an employee from a UTHSC-H department. The chair or administrative head of a department, or his or her designee, must verify that these items have been cleared by using an Employee Check-out Form. Additional items for clearance in the case of separation of clinical/laboratory personnel and physicians are also stated in the following.

A. Items to be cleared at least two weeks to one month in advance of separation date:

Equipment and supplies. Chairs and administrative heads of departments within UTHSC-H are designated property officers and as such are responsible for all university property in their care. The department must verify that equipment inventory and/or supplies are present; for more information, refer to 16.01 Accountability and Responsibility for State Property. For questions regarding equipment transfers, contact Capital Assets Management (CAM).

1. Once notification that an employee is leaving, ensure that the property for which the employee is responsible is accounted for. Refer to HOOP Chapter 16 Accountability for Equipment for detailed information relating to property policies and procedures (i.e., 16.01 to 16.09, as applicable).
2. Schedule a meeting with the employee to discuss the status of the property for which he/she is responsible and review disposition options (if applicable).
3. If appropriate, request that CAM conduct a physical inventory of specific areas under the control of the employee and generate an updated inventory report for the department to use in its review.
4. In separations that involve the possible removal/transfer of university property, review Chapter 16 to ensure compliance with UTHSC-H policy, and:
5. Contact Office of Sponsored Projects to obtain information on sponsored project activities of the employee.
6. Contact CAM to review property transfer policies and to request inventory reports (i.e., list of property located in a particular room/lab, listing of property purchased with particular account numbers) to be used for internal planning and control.
7. Obtain appropriate approvals/sign-offs before property is removed from the university:

• Accounting clearance. Notify the Accounting Department of the name and department of the separating employee. The Accounting Department will verify there are no unresolved issues (such as travel advances outstanding, insufficient checks) involving the employee and UTHSC-H Accounting.
• Auxiliary Enterprise clearance. Notify Auxiliary Enterprises of the name, department, and date of separation of the employee. Auxiliary Enterprises will cancel copy codes, corporate cards, and parking key cards.
• Separation personnel action (PA) entered. Ensure that the Separation PA has been entered and approved in PeopleSoft (PS). The separating employee should schedule an exit interview with a representative in Benefits.

B. Items to be cleared by date of separation:

1. Identification badge. Collect identification badge from the employee on the last work day and forward to Human Resources, UCT 150.
2. Cash funds. Ensure that any petty cash or change funds are transferred from the separating employee to the "new custodian" prior to the employee's departure. The custodial slips are maintained by financial reporting. The administrator must discuss custodial changes with financial reporting as far in advance of the actual custody change as possible, and financial reporting will send the departmental administrator revised custody slip(s).
3. Computer access. The following actions must be taken regarding separating employees with computer access:
   • Notify the Client Support Services Help Desk by email helpdesk@uth.tmc.edu) to request that all mainframe computer access be deleted from the system. User IDs for any of the following applcations will be deleted: TPX, PS, TUFIMS, SIS, IMAGINE, DSS, and TSO. Dial-in access will also be deleted at this time.
   • Notify the Local Area Network (LAN) manager in your area to delete all access codes to the Local Area Network (LAN).
   • Notify the Office of Academic Computing, if applicable, for the separations of all LAN managers.
4. Copier codes. Notify Copy Services to delete IDs.
5. Credit cards. Obtain credit cards, if applicable, at the time an employee leaves the university.
6. Procurement/Buycards. Contact Procurement to cancel Buycard, if applicable.
7. Key or key access cards. Collect keys or key cards.
8. Library, school/department. If the school/department maintains a library, ensure the employee has returned all materials, books, etc., prior to separation.
9. Telephone. Notify Telecommunication Services (TS) to request deletion of voice mail and/or change of name on telephone display.
10. Mobile phones. Ensure mobile phones owned by the university are returned to the department representative, who will contact TS and forward the phone to TS. Employees who own phones that service is paid by the university will provide this information to the department representative, who will contact TS.
11. Pagers. Ensure pagers are returned to the department representative.
12. Long distance authorization codes. The department representative will forward a long distance authorization code form to TS for deletion of the code.
13. Calling cards. Return calling cards, if applicable, to the department representative, who will forward the calling card to TS.
14. Parking. If parking permit is issued, advise the employee that he or she must notify appropriate authority of termination of parking permit.
15. Timesheet form. Ensure that the employee has completed and submitted the final payroll timesheet documenting all time worked as well as all leave time to ensure that the final paycheck is accurate and timely. This will expedite processing the lump sum vacation payment, if applicable. The department is responsible for providing final verification of vacation balance to payroll before lump sum vacation can be processed. As applicable, auditing and advisory services will audit records of separating employees.
16. Safe combination. If the departing employee had the combination to any institutional safe, contact the facilities services (locksmith services) so that the combination can be changed by the locksmith when the employee departs. (Note: The new safe combination must be reported to the Chief Financial Officer)
17. Uniforms. Collect all uniforms and return them to appropriate lease/loan company or recycle them, according to departmental policy. Provide to the separating employee a receipt detailing the number and description of uniforms returned.
18. Closure checklist. In case of complete closure of an organizational entity or lab, refer to the HOOP for Guidelines for the Closure of an Organizational Entity, Appendix C. If applicable, Checklist for Closure of an Organizational Entity must be completed and be on file in the department prior to initialing Employee Check-out Form.
19. Other. Departments should use the "Other" section of the form to list any other items specific to department and note clearance.

C. Additional clearance responsibilities for separations from clinical or research departments/research laboratories:

Animal care/clearance to transfer animals. Ensure that a principal investigator or other laboratory employee who is leaving UTHSC-H makes appropriate arrangements for caring for or transferring all animals that have been under his/her supervision. Ensure that this individual contacts the animal care facility to arrange for appropriate handling of research animals at least one month prior to expected separation from the UTHSC-H.

Hazardous agents (e.g., chemicals, biological agents, and radioactive materials). Ensure that a principal investigator or primary laboratory person who is leaving UTHSC-H has his/her laboratories "decommissioned" prior to departure. Biological, chemical, and radioactive materials, as well as any contaminated equipment, must be properly disposed of or decontaminated. Ensure the principal investigator contacts Environmental Health and Safety at least one month prior to expected separation date to obtain detailed information on decommissioning laboratories. Ensure that clearance approvals are obtained from appropriate programs within Environmental Health and Safety on the Employee Check-out Form.

Sponsored projects (contracts and grants). Contact Office of Sponsored Projects for a report of those sponsored projects requiring action. The report will include pending, active, and terminated sponsored project activities. The Guidelines for the Closure of an Organizational Entity provide options available and/or action(s) necessary for each activity.

Radiation monitoring badges. Collect the radiation monitoring badges from a separating employee on the last day of work in the laboratory. Forward the badge to Radiation Safety with notification that the employee has been terminated and will not need another badge.

D. Additional clearance responsibilities for separations/closure involving health care providers:

Departments should ensure that health care providers have completed the following prior to separation:

1. Patient charts. Completed all patient charts.
2. Patient notifications. Notified all patients by mail of the separation, to ensure continuity of care. The notification should advise patients of the following options and information:
   • other health care providers with the UTHSC-H who can provide continued care,
   • names and phone numbers of two other physicians who are specialists to continue care for the patient, and
   • that copies of their medical records can be forwarded to the physician of their choice.
3. Contact information. Health care providers should inform clinic management how he/she may be reached in the event of an emergency regarding an established patient.
4. MSRDP notifications. The department, upon receipt of formal letter of resignation by a physician, is responsible for the following:
   • Notifying the MSRDP Central Business Office (CBO) of the physician's name, UTHSC-H physician number, specialty, effective stop date, Unique Physician Identification Number (UPIN), and date of transfer to new location. The CBO is responsible for notifying Medicare of transfer of UPIN.
   • Notifying MSRDP CBO of the effective date of termination of malpractice insurance.

II. Information to be discussed with the employee prior to separation.

Employees leaving the university are advised to schedule a meeting to review information related to benefits. A personal meeting with a benefits representative is recommended, however, information can be mailed if preferred. Please contact 713/500-3935, for information. Items listed below are discussed in the benefits exit.

Teacher Retirement System: Employees may request a refund of Teacher Retirement contributions or transfer TRS funds into another retirement account. A 20% income tax withholding and a 10% retirement penalty for early withdrawal of a retirement account will be imposed by the IRS. If TRS transfers your money direct to another retirement account, no taxes or penalties will be imposed. Deposits are refunded approximately 60-90 days following receipt of both the member's final deposit and completed application. A Request for Refund form will be provided and needs to be returned to Benefits for certification before forwarding to TRS. There is no deadline for returning the form to Benefits. Refunds are not required and funds may be left with TRS. Employees are vested after 5 years of state service and may receive a retirement annuity with TRS. More information is available at the TRS web site.

Optional Retirement Program: A vesting letter will be provided employees participating in the ORP program for use with transactions related to the designated insurance carrier.

Tax Sheltered Annuity: Employees with tax sheltered annuities need to contact their designated carrier regarding continuance of their account.

Insurance: Employee insurance coverage expires the last day of the month of termination. Federal law (COBRA) extends the right to continue health, dental and vision coverage at the individuals expense for up to 18 months. There is a 60-day deadline for making a determination to continue coverage. COBRA rights, rates and enrollment forms will be provided at the interview.

Vacation Pay: Payroll will be notified by the employing department of any remaining accrued vacation hours. It is advisable to confirm ending balances with your department before leaving. An address for mailing payment should be stated at this time to ensure payment is not delayed. Employees transferring direct to another state agency will take their accrued vacation and sick leave balances with them to the new agency.

Sick Leave: Unused sick leave will be reinstated should employees return to state service within one year, provided there is a 30 day break in service. Unused sick leave hours may be donated to the Sick Leave Pool for use by other employees who experience a catastrophic illness or injury. It is advisable to confirm ending balances with your department before leaving.

Forwarding Address: It is advisable that you notify your department of a forwarding address so our computer database can be updated. The annual W-2 Annual Statement of Earnings will be mailed to the latest address in our system.

ID Badge: You must return your ID badge to your supervisor.

Parking and Security Cards; Keys: You must notify the appropriate authority of termination of parking permit. Return your parking card key to the appropriate parking administrative area. Return all keys and/or security cards to your supervisor.

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