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Human Resources Service Center

Department Responsibility for Separating Employee

Separation Clearance Process

This page provides information regarding the requirement to and the steps for completing the Notice of Separation and the Separation Clearance Form. All separation action forms will still need to be prepared and submitted to the appropriate office. Staff Action Forms to the Human Resources office and Academic Change Forms to the Office of Academic Personnel.

Under provisions of the State Administrative Manual (SAM) Sections 8580.4, 8595, and 8116.1, each full or part-time employee separating from CSU, Chico must obtain clearance from all financial obligations and state-owned items. The Notice of Separation and Separation Clearance Forms are used to ensure this process is completed. See State Administrative Manual Section below.

The Notice of Separation (NOS) and the Separation Clearance Form (SCF) are used together in the separation process.

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  • Notice of Separation Instructions (NOS)

    The separating department completes and submits the NOS to communicate the separation. Ideally this would occur at least two weeks prior and no later than the last day physically worked.

    • Responses from the NOS will be used for completion of the SCF.

    Using the Notice of Separation (Outlook Template). In the table provided, enter all information regarding those separating from your department or the university entirely and click the send button.

    1. Enter employee information; Name and Chico State ID #.
    2. Enter appropriate job information, including the Employee Record#(Empl Rcd #) for the separating position and the time base of that position.
    3. Enter appropriate department information.
    4. Enter other details as described below:
      • Employee Category – Enter appropriate classification; S = Staff and other classification including Graduate Assistants, F = Faculty, Coaches, Librarians and Teaching Associates, STU = Student with key or PeopleSoft access or V = Volunteer with campus access.
      • Separating from Dept or University – Enter “D” if separating from department only (employee retains position in another department); enter “U” if separating from university (separating from all departments).
      • Dept ID of New Position –If the employee is moving to a new department on campus, please note the destination Dept ID if known.
      • Estimated Last Day on Campus – Enter the last day employee will physically work on campus.
      • Separation Date – Enter separation date, the last day the employee will be paid. For Faculty use last day of semester.
    Notice of separation screen shot

    This email will go to the NOS Distribution list, there is no need to populate the “To” section of the email.

    If the Outlook template does not work for you, you can still use the Excel version(opens in new window). Download, complete and attach spreadsheet to an email and send it to the NOS Distribution list.

  • NOS Service Center Instructions

    Following your department guidelines, ‘Reply’ to the email with specific information regarding the service or property the listed employee has. You can then proceed to terminate access or collect items using the appropriate dates specified in the email.

    • Estimated Last Day on Campus –This is the last day that the employee will physically work on campus.
    • Separation Date –this is the last day the employee will be paid –the date that will be used on separation paperwork and keyed into the PeopleSoft HR system.
  • Separation Clearance Form Instructions (SCF)

    The separating department initiates the SCF for employees leaving their department or the university. This form can be initiated at the same time that the NOS is processed and when completed sent to Employment Services, zip 0010.

    NOTE: This process is being reviewed by Human Resources, so please visit this site often for updates.

    Form Instructions

    1. Complete the form with information pertaining to the separating employee, including whether the employee is separating from the University or the department, Employee Type, Name, Chico State ID #, Form Fill Date, and the department the employee is separating from including the Dept ID. All fields requested should be completed.
      • The Department and Dept ID # information can be found in PeopleSoft – CSU ID Search or Job Data.

    Employee Responsibility Section

    1. The department is responsible for both notifying the employee of their responsibilities and for getting the employee to review and sign the SCF. The department can also direct the employee to the Separating Employee Responsibility webpage.

    Department or Office Responsibility

    1. Review and complete the list of actions in this section.
      1. Keys – If the employee has physical keys, the Keyshop will reply to the NOS indicating such. When the keys are returned to the Keyshop an additional email will be sent stating it is cleared.
        • If a department or employee would like an itemized list of keys that have been issued, they can send a request to keyshop@csuchico.edu.
      2. Resources for information:

    Response to ANSE: (now it is the NOS)

    1. As the department hears back from the NOS that was sent, mark the appropriate boxes.
    2. This section must be signed by the appropriate person in the department.

    As soon as the entire form has been completed (items cleared, employee signed, and appropriate department personnel signed) send it to Employment Services (KNDL 211 or campus zip 0010).

    NOTE: This is a State of California requirement that we ensure that state property and monies are accounted for when an employment relationship terminates. Human Resources Service Center will be performing monthly audits of separated employees against the NOS and SCF forms that are received. Department Managers, Deans and/or HR Partners at the Division level will be notified of missing items during these audits.

  • State Administrative Manual (SAM) Sections

    State Administrative Manual(opens in new window) sections related to the separation of employees are available for review and download.

    • Appendix A - Employee Separations (SAM 8580.4)
    • Appendix B - Revolving Fund Advances (SAM 8595)
    • Appendix C - Recovery of Travel Advances (SAM 8116.1)
  • Have Questions?

    For questions and additional information regarding separation procedures refer to Separation Process FAQs.