[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"detail-sidebar-cat-1-en-105":3,"doc-seo-281655-105":53,"doc-detail-281655-en":126},{"code":4,"msg":5,"data":6},0,"success",[7,14,19,24,29,34,39,44,49],{"id":8,"doc_module":9,"doc_module_name":10,"category_name":11,"show_sort_weight":12,"slug":13},11,1,"Template","Presentations",90,"presentations",{"id":15,"doc_module":9,"doc_module_name":10,"category_name":16,"show_sort_weight":17,"slug":18},12,"Resumes",80,"resumes",{"id":20,"doc_module":9,"doc_module_name":10,"category_name":21,"show_sort_weight":22,"slug":23},14,"Invoices",70,"invoices",{"id":25,"doc_module":9,"doc_module_name":10,"category_name":26,"show_sort_weight":27,"slug":28},15,"Posters",60,"posters",{"id":30,"doc_module":9,"doc_module_name":10,"category_name":31,"show_sort_weight":32,"slug":33},16,"Social Media",50,"social-media",{"id":35,"doc_module":9,"doc_module_name":10,"category_name":36,"show_sort_weight":37,"slug":38},17,"Forms",40,"forms",{"id":40,"doc_module":9,"doc_module_name":10,"category_name":41,"show_sort_weight":42,"slug":43},18,"Letters",30,"letters",{"id":45,"doc_module":9,"doc_module_name":10,"category_name":46,"show_sort_weight":47,"slug":48},21,"Paper Templates",5,"papers-templates",{"id":50,"doc_module":9,"doc_module_name":10,"category_name":51,"show_sort_weight":4,"slug":52},158,"General","general-158",{"code":4,"msg":54,"data":55},"ok",{"site_id":56,"language":57,"slug":58,"title":59,"keywords":60,"description":61,"schema_data":62,"social_meta":119,"head_meta":121,"extra_data":123,"updated_unix":125},105,"en","employee-termination-and-clearance-steps-department-and-exiting-employees-responsibilities","Employee Termination and Clearance Steps - Department and Exiting Employees Responsibilities","","This material outlines a university employee termination workflow covering voluntary and involuntary separations, transfer-related resignation, and required actions before payroll removal. It details termination steps using an EPA, attachment of resignation or termination letters, and how Senate Bill 51 drives timely processing to control insurance premium costs. It also specifies employee clearance obligations, including form completion, exit meeting scheduling, departmental clearance timelines, signature requirements, and clearance meeting deliverables such as COBRA and TRS information.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":41,"@type":70,"position":76},"https://docshare.wps.com/template/letters/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/employee-termination-and-clearance-steps-department-and-exiting-employees-responsibilities/281655/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/employee-termination-and-clearance-steps-department-and-exiting-employees-responsibilities/281655.png","ImageObject",442,249,{"name":88,"@type":89},"Dipper","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-27","2026-09-16",true,{"@type":98,"interactionType":99,"userInteractionCount":20},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What is the difference between voluntary and involuntary employee termination?","Question",{"text":108,"@type":109},"Voluntary termination begins when an employee submits a resignation letter with the last day of work. Involuntary termination starts when the department submits a termination letter for HR review and approval before issuing it to the employee.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"What steps must the department complete after receiving a resignation letter or issuing a termination letter?",{"text":113,"@type":109},"The department must complete an EPA for termination using the provided guidelines, ensure the employee termination date is included, and attach the termination or resignation letter to the EPA. If the letter cannot be attached, a hard-copy must be provided to Human Resources.",{"name":115,"@type":106,"acceptedAnswer":116},"What must an employee do as part of the employee clearance process?",{"text":117,"@type":109},"The employee must complete the top portion of the employee clearance form and return it to Human Resources at least 5 days before the last working day. The employee must also schedule a clearance/exit meeting and receive completion of forms and information such as COBRA and TRS at that meeting.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},281655,1790005369,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":40,"category_name":41,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":20,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":8,"language":135,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":61,"update_tm":139,"read_time":79},1374404997633,"https://ap-avatar.wpscdn.com/davatar_a8503ba1806abce46bf441b54a3ca4cd","The Office of Human Resources  \nPresents……  \nTERMINATION TIME… THE CLOCK IS TICKING  \nEMPLOYEE TERMINATION  \n(Types of Terminations)  \nEmployee termination can be voluntary or involuntary.  \n• Involuntary termination-Department submits termination letter to employee. Termination letter should be reviewed and approved by Assistant Vice President of Human Resources and/or Director of Employee Services prior to issuing to employee.  \n• Voluntary termination-Employee submits letter of resignation to the department to include last day of work.  \nTransfer within the University-Employee submits letter of resignation to the department to include last day of work at their current department and the department they will be transferring to on campus.  \nPeople affected by clearance  \n􀂙Faculty  \n12 month  \n9 month Adjunct  \n􀂙Staff  \n12 months Temporary Hires  \n􀂙Graduate Assistants  \nGraduate Assistants – Teaching  \nGraduate Assistants – Non –Teaching  \nResearch  \nTERMINATION STEPS  \nUpon receipt of a resignation letter or the issuance of a termination letter to employee the department is to complete an EPA for termination based on the following guidelines:  \n• EPA should include employee termination date  \n• Termination Letter should be attached to EPA.  \n• If the department is unable to attach the letter of termination /resignation letter, a copy of the letter should be provided to the Office of Human Resources in hard copy form.  \nTERMINATION STEPS cont’d…  \nEmployee termination is critical to the department for the following reasons:  \n• Employee will continue to receive a paycheck from the University until termination EPA is done.  \n• Based on Senate Bill 51, timely processing of termination using an EPA is necessary to avoid paying insurance premiums for terminated employees.  \n• The insurance premiums charges will be assessed to the University due to failure of department to terminate in a timely manner.  \n• Upon approval of the termination EPA, terminated employee will be removed from University’s payroll effective the day after last day of work.  \nEMPLOYEE CLEARANCE. .  \nTERMINATION STEPS cont’d  \nAll employees including graduate assistants who are resigning, retiring, being terminated or graduating must complete an employee clearance form and return it to the Office of Human Resources.  \n• Terminating employee should contact the Office of Human Resources ([hrteam@pvamu.edu](hrteam@pvamu.edu) to schedule an Exit meeting 5 days prior to his/her)[) to schedule an Exit meeting 5 days prior to his/her](hrteam@pvamu.edu) to schedule an Exit meeting 5 days prior to his/her)[ ](hrteam@pvamu.edu) to schedule an Exit meeting 5 days prior to his/her)[last day of work. Before scheduling a meeting the employee must complete](last day of work. Before scheduling a meeting the employee must complete)[ ](last day of work. Before scheduling a meeting the employee must complete)the top portion of the employee clearance form and return the same to the Office of Human Resources  \n• Office of Human Resources will contact all parties on the clearance form and request clearance of the exiting employee.  \n• Each of the departments on the Employee Clearance Form responds within 2 business days to the Central Administrator in the Office of Human Resources  \n• Central Administrator will sign on behalf of all departments clearing employee from the University  \nEMPLOYEE CLEARANCE. .  \nTERMINATION STEPS cont’d  \n• Central Administrator checks for final approved EPA  \n• Missing signatures from other departments will delay payment owed to an employee.  \n• The employee clearance form must be completed before any lump sum payments can be made, any prior service for another state Institution can be verified, or before TRS money can be paid.  \n• Employee comes to the Office of Human Resources on last date of employment.  \n• Employee Clearance Form can be located on the HR webpage pages at:  \n[http://www.pvamu.edu/files/human_resources/docs/Employee%20](http://www.pva","cbCaihuGnlgAOdF4","https://ap.wps.com/l/cbCaihuGnlgAOdF4","pdf",218163,"English","# Termination Overview\n## Types of Terminations\n## Termination Steps\n## Employee Clearance\n## Roles and Responsibilities\n## Conclusion","[{\"question\":\"What is the difference between voluntary and involuntary employee termination?\",\"answer\":\"Voluntary termination begins when an employee submits a resignation letter with the last day of work. Involuntary termination starts when the department submits a termination letter for HR review and approval before issuing it to the employee.\"},{\"question\":\"What steps must the department complete after receiving a resignation letter or issuing a termination letter?\",\"answer\":\"The department must complete an EPA for termination using the provided guidelines, ensure the employee termination date is included, and attach the termination or resignation letter to the EPA. If the letter cannot be attached, a hard-copy must be provided to Human Resources.\"},{\"question\":\"What must an employee do as part of the employee clearance process?\",\"answer\":\"The employee must complete the top portion of the employee clearance form and return it to Human Resources at least 5 days before the last working day. The employee must also schedule a clearance/exit meeting and receive completion of forms and information such as COBRA and TRS at that meeting.\"}]","Employee Termination and Clearance Steps - Department and Exiting Employees Responsibilities | PDF",1789567219]