Leaving the University

       Faculty and staff who resign, retire, transfer to another State of Texas agency or higher education location, or leave employment for any reason must complete the retirement and/or separation process.  This will guarantee a series of actions are initiated to ensure that all aspects of employment, such as email and electronic access, use of university property and materials, parking, payroll, and personnel records - are properly managed.

Employee Offboarding Checklist

All departing employees must complete a clearance/exit form and submit it to their appropriate department manager.  The Employee Offboarding Checklist is to be used as a comprehensive guideline for separating from the University of North Texas System.  It is intended to provide you with resources, links, and points of contacts to complete this process.

Please contact your department HR representative or your supervisor with any questions.  Additional department steps may be necessary before separation.  Below are the specific campus Employee Offboarding Checklists:

• UNT System Administration, UNT, UNT Dallas Offboarding Checklist
• UNT HSC Offboarding Checklist
• UNT Faculty Exit Checklist

 

  Here are steps to take to ensure a smooth departure:

1. 1. 1. Print the offboarding checklist, complete the checklist, and return it to your department manager, or department HR representative.
      2. Logon to Employee Self Service via the My UNT System portal to verify:
         • the "Personal Details" records display the correct preferred address, phone, and email, so future correspondence will not be delayed
         • the information in the "Payroll" tab has the correct direct deposit information, if applicable
      3. If you are transferring for another Texas state agency or higher education location, then notify your new agency to send requests to verify prior state service to the HR Records team at HRRecords@untsystem.edu.
         • Note:  The amount of prior state service credit you have affects your vacation and longevity pay accruals, so it's very important to ensure your state service record is complete and accurate. 
         • If you are transferring to another Texas state agency, your vacation, and sick leave accruals may be eligible for transfer. 

Final Payment

Employees who have more than six months of state service and are not transferring to another state agency will be paid for vacation time. If you leave employment mid-month, any unused vacation time is generally applied until the end of the month. Any remaining vacation time will then be paid in a lump sum.  This payment will occur within 8-10 weeks after your last day of employment.

If you transfer to another state agency, which includes another UNT System component, your vacation and sick leave balances will transfer only if there is no interruption in service.

There is no payment for unused sick leave. You may donate your unused sick leave to the Sick Leave Pool to assist colleagues who are experiencing catastrophic illnesses or circumstances.  Non-exempt employees will be paid for any remaining compensatory time.

Your final paycheck will be paid to you in the same form as your regular paycheck, in most scenarios.  If you currently have direct deposit, your final paycheck will be direct deposited to your account.   A paper check will be mailed to your home if that is your method of payment.

Exit Survey

The Exit Survey allows the UNT System to get feedback from exiting employees in a timely manner. The Exit Survey asks employees what UNT System is doing well, where it needs to improve and what factors may have influenced their reasons for leaving. UNT System can customize the survey with questions and demographic items specific to the organization. An HR representative will be reaching out to you to complete an Exit Survey. Employees may fill out the hard copy survey (request a copy from HR) or complete it online, allowing for ease of use, a higher response rate, and quick report turnaround times.