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Offboarding

Departing employees must: 

  • Be terminated in Workday
  • Have an online Clearance Form submitted (instructions below)

The clearance process includes steps for employees to update their current mailing address for receiving future tax forms, provide a personal email address, return university property, and pay potential fines.

If this is an involuntary exit, University HR should be involved long before the employee’s departure. Please contact [[employeerelations@wm.edu]] prior to completing this form.

Important Details

  • This Clearance Form is to be completed by the supervisor or department administrator.
  • The person who completes the form must confirm if the separating employee is being hired by another state agency.
    • Correct termination dates are important for transfers to ensure continuation of benefits.
    • Annual leave is not eligible for transfer to another state agency. However, certain leave balances may be eligible for transfer to another agency.
  • A Clearance form should NOT be used in the following circumstances:
    • An employee is moving from one department to another within W&M or VIMS.
    • An employee is moving between W&M and VIMS.
    • An employee is terminating an additional job but still has another active job. 
  • The employee will not receive payment for any leave balances until the clearance process has been completed.

Steps for Completing Clearance Form

  • Go to https://hronline.wm.edu.
  • Click Login and enter your W&M credentials.
  • Under the Employment category, click Complete Clearance Form.
  • Enter the Employee ID (93#) for the departing faculty or staff member. Then, click in the First Name field to auto-populate the rest of the employee's information.
  • Click the radio button to indicate if person is or is not still currently employed.
  • Enter the Effective date of termination. This is the last day the employee will be on an active or leave status in payroll.
    1. Salaried employee example: The employee will work until March 9 (the end of the pay period). The effective date of termination should be entered as March 9. The pay date for that pay period is March 16.
    2. Hourly employee example: The employee will work until February 15. The effective date of termination should be entered as February 15. The pay date for that pay period is March 1.
    3. Retiring employee example: The employee is retiring effective November 1. The effective date of termination should be the last day in October that the employee is at work or on paid leave.
    4. December (non-retirement) example: The employee is separating (but not retiring) prior to winter holidays and will not be returning in January. The effective date of termination should be entered as the last day worked or on paid leave prior to the holiday. The employee will not be paid for the holidays.
    5. December (retirement) example:
      • A staff member or 12-month faculty member is retiring effective January 1 and is at work or on paid leave until the winter holidays. The effective date of termination should be December 31. The retiring employee will be compensated for the holidays through December 31.
      • A 9-month faculty member cannot retire in December.     
  1. Click the dropdown menu to indicate a Reason for Departure. (The same reason should be used when submitting the termination in Workday.) 
  2. Click the dropdown menu to indicate whether the employee is transferring to another State Agency, which does not include W&M or VIMS. For example, if the employee has accepted a new job at CNU or VDOT, indicate Yes.
  3. Click the radio button to indicate if the person has taken leave that has not been properly reported. All leave must be properly recorded prior to the last day on payroll so that leave balances are paid out appropriately. 
  4. Click to confirm the statement about collection of university property:
  5. Click the radio button to indicate if the person is or is not a timesheet approver.  If the employee is a timesheet approver, please note that Workday will automatically move employees to the departing employee’s supervisor for approval. If someone else will be supervising, departments can update reports to a new supervisor in Workday. 
  6. Use the Comments box to indicate any important details relevant to the person's departure.
  7. If the person provided a resignation letter or manual timesheet(s), click the Attachment button at the bottom of the form to attach to the Clearance request. Otherwise, click Submit to complete the Clearance form.

IT Account Inactivation

Review IT's account inactivation webpage for details about what happens to the exiting employee's various accounts, including access to email. Account inactivation varies depending on employee type.