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Departing Employees

Employee Exit and Separation Guide for Departing Employees

We appreciate your contributions to UMKC during your time here and we are here to ensure your departure from the university is as smooth as possible. This page provides the tools, guidance, and checklists needed to manage your departure effectively. Contact your HR Business Partner to discuss any questions you have about your exit from UMKC.

If you are transferring to another department or campus, parts, but not all, of this checklist will still apply.

Employee Exit Checklist

This checklist will help ensure a smooth transition before your final working day. This checklist provides a structured approach to employee departures from a College, School and Department (CSD).
NOTE: This link goes to a downloadable Checklist PDF

1. Confirm Your Last Day

☐ Talk to your supervisor to confirm your last day of work.
☐ Ask your supervisor what they need you to do before you leave.

2. Help Transition Your Work

These steps will help your team after you leave:
☐ Review your job duties with your supervisor or designated team member.
☐ Share instructions, documents, or notes related to your job with your supervisor or the designated team member.
☐ Let your supervisor or the designated team member know the status of any projects you are working on, including the deadlines for those projects.

3. Files, Email, and Systems

Before your last day:
☐ Share or move ownership of work files (Box, shared drives, etc.) to your supervisor or a team member your supervisor has asked to receive them.
☐ Remove personal files from university computers or systems.
☐ Turn in any receipts for Pro-Card reconciliation, if applicable.
☐ Set an out-of-office message if asked to by your supervisor and include a department contact.

4. Payroll, Benefits, and Final Day Steps 

☐ Please return all university property by the end of your last working day. If you are unsure whether something should be returned, ask your supervisor.
☐ Staff ID / badge (if leaving university or campus all together)
☐ Keys (building, office, desk, etc.)
☐ Laptop, monitor(s), phone, and any accessories (chargers, docking stations, etc.)
☐ Pro Card, if applicable
☐ Any other university property
☐ If you are paid hourly, be sure to complete your time sheet at the end of your final workday.

NOTE: Your final paid day must be the day you worked. It cannot be a PTO or any other kind of leave.

(Below steps only for employees leaving university)
☐ Update your home address in myHR so your W-2 can be mailed or sign up to receive it electronically.
☐ Stop payroll deductions (e.g. parking, Swinney, Berkley, etc.), if needed
☐ Contact Benefits Office if you have questions about your benefits
☐ Complete the University of Missouri System Exit Survey (sent by email to employees who voluntarily separate from the university)
☐ Request an exit interview with your HR Business Partner (optional)

Employee FAQs

Final pay is generally issued on the normal payroll cycle. Employees who are eligible to accrue Paid Time Off (PTO) may receive payment for unused accrued PTO upon separation, up to a maximum of 80 hours based on a 1.0 FTE schedule. PTO payouts are typically issued as a lump-sum direct deposit in the paycheck following the employee’s final regular paycheck.

System access will terminate the day after the last day of employment. All necessary data must be saved or transferred prior to this date, as access will not be available thereafter. Unpaid appointments may not be used to maintain access to university resources.

To prevent data loss, folder ownership must be transferred to another UMKC user before departure. If the Box user still has account access, they can complete the transfer. If the user no longer has access, the requesting department should contact the Technology Support Center (Phone: 816-235-2000; Email: techsupportcenter@umkc.edu) to have an administrator reassign ownership.

Work with your department immediately to arrange coverage and ensure continuity for students.

Contact the Benefits Office for help with post-employment benefits and retirement questions.

No. Participation is voluntary, but your feedback is encouraged and appreciated. It provides an opportunity for individuals to share anonymous feedback about their work experience at UMKC, including their reasons for leaving. Survey results are compiled quarterly and shared with the Vice Chancellor of Human Resources, the Provost and the Chancellor.

Any employment verifications will be handled by Experian Verify service.