Employment Transition Checklist

When an employee resigns or is being separated, the department/supervisor is responsible for completing the following steps to ensure a smooth transition:

1. Documentation & Notification
   • Provide the employee with an acceptance letter of their resignation.
     • Use this acceptance of resignation letter template.
   • Submit a termination request via Manager Self-Service in OneUSG as soon as the resignation is accepted or the termination is issued.
     • Termination requests can be future-dated.
     • Be sure to attach all required documentation:
       • For resignations: include both the employee’s notice of resignation and your written acceptance.
         • You may use this resignation acceptance letter template
       • For terminations: include the termination letter.
2. Employee Offboarding
   • Share the appropriate exit checklist with the employee from this page.
   • Collect all assigned uniforms and equipment, including:
     • Cell phones, pagers, calling cards, laptops
     • Department ID cards, filing cabinet/desk keys, etc.
     • Remind the employee that unreturned items may result in civil action.
   • Share the email deactivation steps from IT to help the employee prepare for system access changes.
   • Ensure the transfer of ownership for internal department accounts, such as:
     • Google Drive folders, departmental email accounts, social media access, vendor contacts, etc.
   • Schedule a final meeting with the employee to discuss any outstanding items or responsibilities.
3. Planning for the Vacancy
   • Complete an internal review of business needs to determine if the position should be backfilled.
   • If applicable:
     • Meet with the Compensation Administration team to review the position description and discuss interim coverage or role changes.
       • Submit an HR ticket to initiate this review.
     • Submit a Job Opening Request Form to begin the recruitment process.

Optional:

• Encourage the employee to complete the Exit Questionnaire to share feedback on their experience at Georgia Southern.
• If you require an interim appointment for this vacancy, or have other changes to the position, please review the Compensation Administration processes page.

If you are transferring to a different department within Georgia Southern, please follow these steps to support a smooth transition and maintain business continuity.

Departmental Tasks

• Submit a resignation letter to your current supervisor (a two-week notice is recommended).
  • Use this resignation letter template.
• Return all assigned uniforms and equipment:
  • Cell phones, pagers, calling cards, laptops, department ID, keys, etc.
• Transfer ownership of any departmental accounts (e.g., Google Drive, email, social media, vendor contacts).

Human Resources Tasks

• If you supervise employees, submit a reporting change request via Manager Self-Service (future-dating allowed).
• Complete the Exit Questionnaire.

Campus Tasks

• Return all university-issued keys to the Lock Shop.
• Return your P-Card in person to Central Receiving and contact purchasing@georgiasouthern.edu to deactivate the PIN.
• Settle any outstanding financial obligations (e.g., returned checks, travel advances, benefits).

If you are separating from Georgia Southern, please complete the following steps to ensure a smooth transition. Failure to achieve final clearance may delay your final paycheck. Unreturned items may result in civil action.

Departmental Tasks

• Submit a resignation letter to your immediate supervisor (a two-week notice is recommended).
  • Use this resignation letter template.
• Return all assigned uniforms and equipment:
  • Cell phones, pagers, calling cards, laptops, department ID, keys (filing cabinets, desks, etc.)
• Share and review IT’s email deactivation steps to prepare for system access removal.
• Transfer ownership of departmental accounts (e.g., Google Drive, departmental email, social media, vendor contacts).

Human Resources Tasks

• Update your personal contact details in OneUSG Connect with a forwarding address and non-GSU email:
  MyGeorgiaSouthern → OneUSG Connect → Employee Self-Service → Personal Details → View Contact Details → Update Contact Details
  • How to Update Your Phone Number
  • How to Update or Add an Email Address
  • How to Update Your Home / Mailing Address
• If you supervise others, submit a reporting change request via Manager Self-Service (future-dating allowed).
• Complete the Exit Questionnaire.

Campus Tasks

• Return all university-issued keys to the Lock Shop.
• Return your P-Card in person to Central Receiving and contact purchasing@georgiasouthern.edu to deactivate the PIN.
• Settle all outstanding financial obligations (e.g., returned checks, travel advances, benefits).
• Expire your employee parking pass and pay any outstanding traffic fines via the Parking & Transportation web portal.
• Return your Eagle ID card to Eagle Card Services for disposal and request a refund of any remaining EagleXpress funds.
• Return any overdue books or materials to the library and clear any outstanding fees.
  • View your library account status here.
  • You may request to become a community patron if you wish to maintain library access.
• Return any outstanding campus recreation rentals.

Retirement and Benefits Information

View Full Transfer Policy here.

Accumulated sick leave, retirement benefits and service continuity will be transferred if the break in service does not exceed thirty (30) calendar days. When the external transfer occurs with no break in service, an employee must transfer accrued vacation leave of between one (1) and twenty (20) days. For employees with accrued vacation leave of greater than twenty (20) days, the employee may elect one of the following options:

• Transfer of the total accrued vacation balance, not to exceed forty-five (45) days.
• Payment by the institution from which the employee is moving of accrued vacation leave greater than twenty (20) days. The total accrued vacation leave for which the employee may be paid shall not exceed twenty-five (25) days.
• The transferring employee will restart the provisional period at the new location effective on the first day of employment and serve their first six (6) months in a provisional status, subject to all terms and conditions of the provisional period policy.

If you are separating from Georgia Southern, please complete the following steps to ensure a smooth transition. Failure to achieve final clearance may delay your final paycheck. Unreturned items may result in civil action.

Departmental Tasks

• Submit a resignation letter to your immediate supervisor (a two-week notice is recommended).
  • Use this resignation letter template.
• Return all assigned uniforms and equipment:
  • Cell phones, pagers, calling cards, laptops, department ID, keys (filing cabinets, desks, etc.)
• Share and review IT’s email deactivation steps to prepare for system access removal.
• Transfer ownership of departmental accounts (e.g., Google Drive, departmental email, social media, vendor contacts).

Human Resources Tasks

• Update your personal contact details in OneUSG Connect with a forwarding address and non-GSU email:
  MyGeorgiaSouthern → OneUSG Connect → Employee Self-Service → Personal Details → View Contact Details → Update Contact Details
  • How to Update Your Phone Number
  • How to Update or Add an Email Address
  • How to Update Your Home / Mailing Address
• If you supervise others, submit a reporting change request via Manager Self-Service (future-dating allowed).
• Complete the Exit Questionnaire.
• Unused vacation leave will be automatically paid out to you on the paycheck cycle after your final hours worked paycheck.

Campus Tasks

• Return all university-issued keys to the Lock Shop.
• Return your P-Card in person to Central Receiving and contact purchasing@georgiasouthern.edu to deactivate the PIN.
• Settle all outstanding financial obligations (e.g., returned checks, travel advances, benefits).
• Expire your employee parking pass and pay any outstanding traffic fines via the Parking & Transportation web portal.
• Return your Eagle ID card to Eagle Card Services for disposal and request a refund of any remaining EagleXpress funds.
• Return any overdue books or materials to the library and clear any outstanding fees.
  • View your library account status here.
  • You may request to become a community patron if you wish to maintain library access.
• Return any outstanding campus recreation rentals.

Retirement and Benefits Information

• If you are enrolled in TRS
  • You must choose between two options, leaving your contributions with TRS or withdrawing your TRS contributions. Please review the two options here. You can contact TRS for more information on your account specifics, please make sure you have created an online account with TRS before calling.
• If you are enrolled in ORP
  • As an ORP participant, you are 100% vested in both employee and employer contributions at all times. If you take a distribution of your account balance before retirement, you must roll over your balance into another qualified plan (either your new employer plan, if it accepts rollover contributions, or an IRA) within 60 calendar days of the distribution in order to avoid a tax penalty.
  • View More ORP Information here.
• If you are enrolled in the 403(b) Plan or the 457(b) Plan
  • If you leave USG, you can keep your assets in the plan, or you can take your assets from the plan. You are 100% vested in your contributions. If you take a distribution of your account balance before retirement, you must roll over your balance into another qualified plan (either your new employer plan if it accepts rollover contributions or an IRA) within 60 calendar days of the distribution in order to avoid a tax penalty.
  • Learn more about your options here.
• If you are enrolled in USG Health Insurance
  • When leaving the University System of Georgia (USG), benefits typically continue through the end of the month of separation. For assistance in reviewing your benefits specifically, please call 1-844-587-4236.