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Human Resources Service Center

Department Responsibility for Separating Employee

Temporary COVID-19 Virtual Process for the Separation Clearance

  • Note on the Notice of Separation that we have changed the wording for “Last Day on Campus” to “Estimated Last Day Worked”. The intent of this date is for campus service centers to discontinue access to programs and buildings.
  • The Separation Clearance Form has been transitioned to an email template process. Please review and follow the new email process. Ensure that all items have been cleared and noted on the email template. 

Separation Clearance Process

This page provides information regarding the requirement to and the steps for completing the Notice of Separation (NOS), Employee Notification, Separation Clearance Form (SCF) and separation action forms that complete the separation clearance process.

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. See State Administrative Manual Section below..

The Department will initiate the Notice of Separation (NOS), Employee Notification (EN) and the Separation Clearance Form (SCF) which are used together in this separation clearance process. If it is determined that a separating employee needs to go through this process, all the steps need to be completed (NOS, EN, SCF and Separating forms). See corresponding sections below for instructions.

Separation Clearance Process including the Department being notified, Department actions and HR Employment Services audit based on the instructions on this webpage.

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  • Who do I have to do the Separation Clearance Process for?

    If you have an employee leaving your department or the university, assume this process needs to be followed. All Student employees (including Teaching Associates and Graduate Assistants) and volunteers who have been granted elevated services must have a NOS and SCF.

    Situations that would not require this process are limited to:

    Special Consultants and Special Session instructors who also hold a Faculty or Staff position that is not being separated.

    Students and volunteers who have not received additional elevated services.

    Note: Elevated services are anything that you would have to open a ticket to request, including, but not limited to PeopleSoft Access (CS, CFS or HR), reporting platforms, Key Card access, physical keys, etc.

    Employees on Leave of Absence or Short Work Break – This separation clearance process is not required for people on leave. Each department should coordinate directly with campus service centers to suspend access where appropriate.

    If you are unsure whether you should use the Separation Clearance Process for a person please contact Employment Services.

  • Notice of Separation Instructions (NOS)

    Notice of Separation (Outlook Template)(opens in new window)

    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.

    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.
      • This information can be found in Job Data in PeopleSoft HR
    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 elevated services.
      • 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 Worked – This is the last day the employee will be completing work and require access to building and specialized computer applications.  This must be on or before the Separation Date.
      • 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

    Click "Send". This email will go to 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.

  • Employee Notification Instructions (EN)

    Employee Notification (Outlook Template)(opens in new window)

    The department is responsible for notifying the employee of their responsibilities. An Outlook template has been provided. At the time of sending the Notice of Separation, the department should send information regarding employee responsibility during the separation process. Send to the employee using their campus email. Note on the Separation Clearance Form template email that the employee was notified.

    If you are unable to use the email template, copy and paste the verbiage below into an email:

    Subject: Separating Employee Information and Actions

    As part of the clearance process, employees are responsible for returning university property and clearing outstanding financial obligations on or before their last day of work. Failure to do so may result in a bill for penalty fees, property value, and/or cost of security restoration to a room or building.

    NOTE: During campus COVID-19 closure, work closely with your department or college office to ensure all items are cleared in a timely manner.

    Upon separation, employees have an ongoing responsibility to maintain the confidentiality of any student and/or employee information to which they may have obtained during employment at the university.

    This is a list of items or actions that an employee may be responsible for depending on the type of transaction (separation from department or university)

    • Submit appropriate notice to department, if applicable
      • e.g. Notice of Resignation, Notice of Retirement or other
    • Return Department/University Property
    • Return Wildcat Card (if retiring, get new one)***
    • Return Library books and/or pay late fines
    • Return DUO Devices
    • Retiring employee's who wish to retain email should open a ticket(opens in new window)
    • Contact Human Resources Service Center, KNDL 220***
      • (W2, benefits, voluntary deductions, direct deposit. etc.)
    • Return Parking Decal to Student Financial Services or make appropriate arrangements
    • Submit a paper Absence Report(opens in new window) for final month no later than last day on campus

    ***May be specific to leaving the University

    Go to the Separating/Retiring Employee website for more information.

    Thank you for your service to our campus.

  • Separation Clearance Form Instructions (SCF)

    Separation Clearance (Outlook Template)(opens in new window)

    The separating department initiates the SCF for employees leaving their department or the university. This email template can be initiated at the same time that the NOS is processed and when completed sent to Human Resources Service Center via email.

    Information regarding the separating employee

    Complete the email template with information pertaining to the separating employee, including Name, Chico State ID #, PeopleSoft HR Empl Rcd # and department the employee is separating from including the Dept ID, and Separation Date. All fields requested should be completed.

    1. The Department and Empl Rcd # information can be found in PeopleSoft – CSU ID Search or Job Data.
    2. See FAQ’s for position specific questions.

    Checklist of Departmental Actions

    Review and complete the list of actions in this section. Checking these boxes is confirmation that the action has been completed by the department.

    The department must clear the Checklist of departmental actions. You can use responses from the NOS to complete if necessary.

    1. If one of these items does not apply to the separating employee, check the box indicating that it is cleared.
    2. These are items that could potentially cost the department or are required. If any of these boxes are left unchecked then the Department Head or Manager (Fiscally responsible person) needs to be copied on this email notification.
    3. Keys – If the employee has physical keys, the Key shop will reply to the NOS indicating such. When the keys are returned to the Key shop an additional email will be sent stating it is cleared.
      1. 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.

    Resources for Information

    Other potential departmental actions

    These items are common access or services that CSU, Chico employees may have access to. For a more complete list see the Manager’s Quick Off-Boarding Checklist (PDF). This is to aid you in making sure that all paperwork and/or access for an employee is addressed in a timely manner.

    Resources for Information

    Delivery of the SCF email

    Your CSU, Chico email is used in lieu of signing this Separation Clearance Form. If any of the clearance items in the Checklist of departmental actions section noted above are left unchecked, then the Department Head (Fiscally responsible person) needs to be CC’d on the email.

    As soon as the entire email template has been completed (items cleared) send it to Human Resources Service Center.

    Once the email template is received in HRSC, if any of the items in the Checklist of departmental actions have been left unchecked,a copy of the SCF will be forwarded to appropriate campus service department.

    If you are unable to use the email template for this portion of the process please use the PDF version (PDF) and submit the completed document to Human Resources Service Center following the same guidelines as described for submitting the email template.

    Property Collection

    The department or college office should make every effort to have property returned directly to the office or a department manager, Chair or Dean.

    If this is NOT possible, then the AAS or ASC can notify Lt Corinne Beck by email to request property drop off with the University Police; be sure to copy the appropriate department manager or college Dean or Chair. Lt Beck will work with the department to determine the employee name and Chico State ID #, a list of items that the employee should be returning and determine a time when the employee can bring the items to campus.

    • The employee will be able to return those items to the University Police office in PS02-101 on the corner of W 2nd St and Chestnut.

    After items are brought to UPD, your office will be notified by return email when and where you can pick up the returned items.

  • Separation Action Form Instructions (SAF, ACF, Planned Separation)

    Separation Action Forms include Staff Action Forms (SAF), Academic Change Forms (ACF) and Planned Separation reports.

    All appropriate separating documentation should be submitted by payroll deadlines for appropriate pay to issue.

    Resources for Separating Documentation

    For employees separating from campus, contact your Payroll Technician to determine is a paper Absence and Additional Time Report(opens in new window) should be submitted or if absence information can be entered through Absence Management Self Service (AMSS) for the final month.

    NOTE: For employees transferring departments there is no separation document needed. The appointing SAF/AAF in the new department satisfies this reasonability.

  • Human Resources Audit Process

    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.