When salaried employees voluntarily resign from the University, retire or depart prior to the end of temporary appointments, the campus clearance process should be completed. Temporary intermittent employees ending their appointments on time will go through clearance within their own departments.
Employees can choose to pay out vacation accrual or to run out prior to separating from the University. Employees with temporary appointments cannot run vacation accrual beyond appointment end date.
Employees providing at least 72 hours advance notice of their intent to resign or retire will receive their final paycheck on their last day of employment. Employees who resign or retire with no advance notice will be provided their final paycheck no later than 72 hours after their last day of employment.
Employees who are separated from employment by the University will receive their final paycheck on their last day of employment.
For further information or questions regarding this process, please email HR at hr@sonoma.edu.
Campus Clearance Process Flow
1. Employee
- Notify Approprate Adminstrator (AA) of intention to resign or retire
- Provide written resignation (not required for retirement/end of appointment separation)
- Fill out online Departing Employee Information Form, and print the resulting Employee Clearance Checklist.
- Update mailing address in self service for W-2 to be sent at a later date
2. Appropriate Administrator
- Provide employee with the separation guidelines
- Notify Human Resources of employee's intention of separation
- Forward employee's written resignation to Human Resources
- Start departmental clearance process
3. Human Resources
- Confirm separation with employee and appropriate administrator
- Process separation
- Conduct exit interview, in person, or via email
On the Last Day of Employment
4. Appropriate Administrator
- Collect department property, such as laptop
- Forward phone or setup "out of office" messages
- Transfer departmental information to shared drive from employee desktop
- Sign-off on Employee Campus Clearance Form, Department Section
5. Employee
- Go to Seawolf Service Center in person
- Return university keys, parking permit, and employee ID card
- Stop payroll deduction for parking permit
- Complete and submit the printed Employee Clearance Checklist to HR.