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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.
     • .
   •  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.
       • 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.
   •  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.
       •  to initiate this review.
     •  to begin the recruitment process.

Optional:

• Encourage the employee to complete the  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 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).
  • .
• Return all assigned uniforms and equipment:
  • Cell phones, pagers, calling cards, laptops, department ID, keys (filing cabinets, desks, etc.)
•  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:
   â†’ OneUSG Connect → Employee Self-Service → Personal Details → View Contact Details → Update Contact Details
• If you supervise others, submit a  (future-dating allowed).
• .
• 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 .
• 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  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. . You can 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.
  • .
• 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.
  • .
• 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.

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).
  • .
• 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  (future-dating allowed).
• .

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).