Terminating Employment

Faculty HR Contact: Lorie Martin

Staff HR: Contact your Dean’s Office Human Resources Generalist

Employee Name:


Department Contact:


Obtain signed letter of resignation or other applicable separation documentation
  • Immediately alert appropriate Dean’s Office personnel (i.e. HR, Property Manager, Research Core,etc) as applicable
  • For GA terminations, obtain written evaluation from supervisor
  • For non-exempt staff only, check for unused compensation balances. Comp balances are the responsibility of the department in which they’re earned. Balance can be utilized prior to employee’s last day. Any unused balance MUST be cashed out and funding source provided.


  If employee is a foreign national
  • If transferring to another department or college within UF, the hiring department will work with UFIC to facilitate transfer
  • H1B or TN status, and leaving UF: Complete an End of Program form
  • J-1 status: If termination date is earlier than the DS-2019’s program end date, a statement of Program Reduction is completed in advance (Contact UFIC/EVS)
  • OPT/CPT: Employee notifies their UFIC advisor if transferring to another US institution or leaving the US
  • F-1 status: No special procedure


Leaving UF -or- transferring to new department
  • If transferring within UF, new department will transfer the employment record.
  • If leaving UF or there is a break in service, submit a status change ePAF
  • If employee is moving from TEAMS or Faculty to any other salary plan, submit a status change ePAF
  • ePAF termination effective date is the first day not in paid status, even if weekend or holiday
  • Review UF’s Final Pay Checklist and Termination of Employment 
Exit process
  • Provide Off-Boarding Guide to employee’s supervisor
  • Schedule exit interview on or near employee’s last day. Complete Employee Exit Checklist
  • Temporarily reassign official supervisory designation(s) to an allowable employee (via job edit ePAF), as applicable
  • If separating from UF, provide employee copy of Separation Memo, containing benefits and retirement contact info
  • Discuss the leave cash-out process
  • Retrieve P-Card if transferring within UF; or destroy card if employee is leaving UF.  Notify department’s Business Manager to cancel card with the University P-Card team.
  • Retrieve all office keys (office, lab, etc). Ensure all UF property has been retrieved (computer, tablet, etc.)
  • If relocating, s/he is responsible for updating address in myUFL > My Self Service  (to ensure W-2 is sent to correct location) and notifying Selective Service.
    Inform employee to notify UF of any future address changes to ensure W-2 is received.  If the employee changes address after separation: Former Employee Address Change form
  • Enter termination date in ISA, using last date in position (for budgeting purposes, notifying property manager, after-hours building access, PHHP IT support)
  • Contact department DSA to terminate myUFL security roles, if necessary.  If transferring to new department, remove PHHP affiliation to roles
  • Verify security access terminated in all areas
  • Forward all appropriate documents; including this checklist, to your DOHR contact:
  • DOHR will update College HR database
If separating from UF:

  • Gator1 card
  • P-Card
  • Keys (office, lab, etc).
  • If applicable, UF property has been retrieved (computer, tablet, etc.). 
Leave cash-out (faculty or staff only)
Once ePAF termination has been approved by Central HR and calculations in myUFL are final (pay period which includes last-day-worked has ended), follow UF Instruction Guide to submit ePAF leave cash-out.
  • Vacation leave cash-out lifetime maximum is 200 hours
  • Anyone who has previously cashed out vacation leave, including DROP participants or employees previously separated from the University, may not be eligible for maximum cash-out at time of separation. Check with Dean’s Office HR contact.
  • Cash-outs that exceed $5000 are sent to VALIC
  • Paid parental leave balances (owed to the University) must be addressed, prior to cash-out
  • Advise employee that cash-out process typically takes 4-6 weeks from term date


PHHP 3/2020