UTMB HANDBOOK OF OPERATING PROCEDURES

Section 3 Human Resources Policies Subject 3.7 Employee Relations Policy 3.7.12 Employee Exit Process

12/01/90 -Originated 06/28/06-Reviewed w/changes -Reviewed w/o changes Human Resources -Author

Employee Exit Process

Policy

All UTMB employees who voluntarily leave employment at UTMB are expected to complete the employee exit process with the Finance, Payroll Services and Human Resources (HR). All employees who voluntarily leave UTMB must complete the UTMB Employee Exit Checklist to the satisfaction of their department representative. This process is designed to ensure that: • University property is surrendered. Failure to do so will render employee ineligible from future employment at UTMB • Employees are aware of their rights under the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) and other regulations regarding conversion of employee benefit programs, and to review options regarding retirement programs. • Employees leaving UTMB involuntarily shall be notified in writing by their supervisor about how to contact the Benefits Department to receive information about their rights under COBRA and other options regarding employee benefit programs The department is responsible for collecting all UTMB property including badges for contract employees or UTMB employees leaving UTMB involuntarily. In addition, the department is responsible for notifying Information Services (IS) and Campus Police to remove computer and badge access.

Procedure for All Employees

Responsibility	Action
All Employees	• Prior to the last date of employment, schedules to attend an exit session with the Finance, Payroll Services, Benefits Office • Prior to their last day of work, returns departmental property such as keys, uniforms, pagers, cell phones, calling cards,

All Employees, continued	supplies and equipment, and pays appropriate outstanding telephone fees to the department representative. • Prior to the last day at work, returns all keys and badges to the Campus Security Office and returns all outstanding Library materials to the Library. • Prior to the last day of work, ensures all outstanding expenses, cash advances, travel advances, and /or other advances are settled with the Accounting Office • On the last day of work, returns parking cards to the Parking Facilities Office • Provides information regarding job and working conditions by completing an HR exit interview, either in person, through phone interview, or on-line through the HR Department In addition to these duties:
Medical Staff House Staff	• Must complete all outstanding medical records. • Must obtain sign-off from House Staff Office.
Registered Nurses	• For Registered Nurses who received a relocation check and who have been employed less than six (6) months, a reimbursement of $500.00 must be made to the department representative prior to the last day of work. Payment must be made by Cashiers Check or Money Order endorsed to the University of Texas Medical Branch

Human Resources Department	• Provides all exiting employees the opportunity to complete an exit session, either on-line, by phone interview or in person.
Home Department(s)	• Must review the UTMB Employee Exit Checklist for completion and forward to Employee Records. This document will be included in the employee's file.
Correctional Managed Care	Employees of CMC will adhere to the CMC Exit Policy.