Information and Procedures to Follow When an Employee is Leaving the University
If an employee is considering retiring from the University of Illinois, he/she will need to contact the State Universities Retirement System (SURS). SURS will meet with the employee and discuss all of the employee’s options. Once the employee has talked with SURS and signed retirement papers, he/she will need to contact their department. The department will need a signed statement indicating the employee’s last day of work.
Please follow these procedures when an employee is leaving the University for the following groups:
- Academic Professionals
- Graduate Assistants (including TA's, RA's, GA's, and Pre-Professionals)
- Academic Hourlies and Grad Hourlies
- Unpaid Academics
- Civil Service
When an employee notifies their Home Unit that he/she is leaving the University of Illinois, whether due to a resignation or retirement, the Home Unit should have the exiting employee complete one of the following: Employee Separation and Exit Form (for Faculty, Postdoctoral Research Associates, Academic Processional and Civil Service Employees – (PDF) or Employee Separation and Exit form (for Graduate Assistants (all titles), Graduate Hourly, Academic Hourly, and Extra Help Employees – (PDF).
Units are required to provide the appropriate Employee Separation and Exit Form to paid faculty, academic professional post doc and civil service employees who are fully separating from the University to review and sign the form. Once the employee has read and signed the Employee Separation and Exit Form, the form should be returned to the Home Unit. The Home Unit should provide a copy of the signed Employee Separation and Exit Form to the employee and must attach a copy of the signed form to the HRFE Separation transaction. The original Employee Separation and Exit Form should be placed in the employee's unit personnel file.
Units are required to provide the appropriate Employee Separation and Exit Form to graduate assistant, graduate hourly, academic hourly and extra help employees who are fully separating from the University. Should the employee review and sign the form, a copy of the form should be given to the employee. A copy of the form could also be attached to the HRFE Separation transaction in lieu of a resignation letter.
REQUIRED DOCUMENTS FOR ALL EMPLOYEES
Each separating employee should be provided with the following: