Required Form

The Separation/Transfer Checklist is required for all employees separating employment, and it needs to be completed by the department.

Separation Process for All Departing Employees

The supervisor and employee must complete the Separation/Transfer Checklist on or before the effective date of separation. To ensure timely processing, the form must be submitted in accordance with the university’s payroll deadlines. An employee is required to return all university property issued during their tenure and to settle all outstanding debts and accounts with the university prior to their last day. FIU reserves the right to offset funds, if applicable, which are due to the employee at the time of separation to compensate for unreturned property or unsettled accounts. The supervisor should advise the employee that they are responsible for contacting the Student Financials Office if a Tuition Waiver was used for the semester. The supervisor should advise the employee to contact the FIU One Card Office regarding the balance of funds on their account.

The supervisor should notify the departing employee that funds owed to the employee at the time of separation will not be processed until the Separation/Transfer Checklist is processed.

The supervisor should inform employees to keep contact information up to date in PantherSoft HR Employee Self Service including home/mailing address. Any future correspondence will be mailed to the address on file provided by the employee.

Upon receipt of separation/transfer documents, ELR will send an email to the employee requesting the complete an Exit Review Questionnaire and Exit Interview. The employee will be directed to schedule an appointment with a representative from ELR on or before their effective separation date.

On the employee’s last day of employment, the supervisor will collect all university property including but not limited to:

• Panther ID card
• Uniforms
• Keys must be returned directly to Key Bank and obtain original receipt for departmental records
• Equipment (i.e.: laptop, materials, etc.)
• Pro-Card: Supervisor must cut the Pro-Card in half and affix to the Card Cancellation Form and forward the form to the Pro-Card Coordinator in Purchasing Services.

If on the last day of employment, the employee has not returned university property or cleared his/her debts with the university, and attempts by the department to contact the employee to recover the debt/property are unsuccessful, the supervisor should contact ELR immediately.

Upon separation, benefits-eligible employees may be eligible for a leave accrual payout, processed in accordance with the Vacation Leave Policy and Sick Leave Policy. If eligible, the leave accrual payout may be included in the employee’s final paycheck or in the following pay period. To view FIU’s Payroll Calendar, visit: https://hr.fiu.edu/payroll-calendars-schedules.

Separation and Transfer Resources

• Separation/Transfer Checklist (PantherSoft)
  Required for all employees separating from FIU. This checklist ensures that all separation or transfer steps are completed accurately and on time.
• Employee Separation Business Process Job Aid
  Step-by-step guidance on how to complete the separation process, with detailed instructions to assist supervisors, HR liaisons, and employees.

Training and Reference Materials

• Webinar Recording: Seamless Transitions: Understanding the Employee Separation Process at FIU
  Watch the full webinar to learn about FIU’s separation and internal transfer procedures, including notice requirements, ELR processing, payroll deadlines, and best practices for smooth employee transitions.
• Presentation Slides: Seamless Transitions Webinar Slides
  Download the slides from the webinar for a quick reference guide to separation and transfer policies, procedures, and checklists.