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University Human Resources
Employee Resources

Exiting the University

In order to successfully transition out of your current position with the university, please take action on the following.

Steps to Exit
  1. Inform your supervisor of your plans to separate and your last work date. If you stop working before the end of a pay period, you may record available leave through the end of that pay period. This means your last day of pay can also be a leave day. For individuals who are retiring, additional leave may be used prior to the start of retirement. Your supervisor or department administrator will complete an online clearance form to formally notify University Human Resources and other university stakeholders.
  2. If you are transferring to another state agency, please ensure that you and your new agency [[AskHR, coordinate your start and end dates with UHR]] to reduce the likelihood of a break in service, loss of health coverage, and determine any potential leave balance transfer prior to separation.
  3. Update your contact information. Review and update your mailing address, personal email address, cellphone, and other contact information within personalinfo.wm.edu. Your W-2 tax statement and health insurance communications will be sent to your mailing address.
  4. Return university property. Return any books, library materials, parking hangtag/decal, keys, media, loaned equipment, including computers, monitors and software, library cards, charge cards, identification cards, and files.
  5. Resolve outstanding payments prior to your last day. Outstanding payments include travel advances, payroll overpayments, telecommunication charges, library fines, parking fines, and any other payments owed by you to the university. The university may deduct and withhold from your leave balance payout all sums that are owed by you related to fines, charges, fees, or unreturned property.

University HR will be verifying with each relevant university stakeholder, including those listed below to ensure you have no unpaid balances, unreturned items or outstanding tasks.

collapsible list of university stakeholders
Clearance from University Stakeholders
  • Parking Services (757-221-2434): If you return your hangtag and/or decal prior to your last day of work, Parking Services will issue you a temporary parking pass.
  • Bursar’s Office (757-221-1220): Pay all outstanding fines, fees, advances, and obligations due to the university.
  • Information Technology (757-221-4357): Return all equipment borrowed from IT. This does not include equipment provided by your department.
  • W&M Libraries (757-221-3072)
  • Procurement Services (757-221-7636)
    • Ensure your buyW&M account is closed.
    • If you are designated as a Contract Administrator, provide the name of the new Approver taking over duties. 

    • If you are a Small Purchase Charge Card (SPCC) holder, you must:

      • Upload all receipts/supporting documentation.

      • Sign off on any outstanding transactions.

      • If you are also an Approver, provide the name of the new Approver taking over duties.
  • W&M OSP (757-221-3966) / VIMS OSP ([[v|osp]]): Any employee who has funding from an outside entity must coordinate with their respective Office of Sponsored Programs (OSP) administrator to confirm that all required reports and deliverables have been submitted. An employee who plans to transfer an award to another university must process the request through OSP. This generally applies to faculty only.
  • Reves Center (757-221-3437): Clearance from Reves Center is required if:
    • You are working with an H1-B or J1 Visa, OR
    • You are not a U.S. citizen or U.S. permanent resident
  • Statement of Economic Interest (757-221-2742): If your position has been identified as required to file a “Statement of Economic Interest” and you are ending your employment in December or January, then you are required to complete the online form found at ethics.dls.virginia.gov. Contact [[compequity,Compliance & Equity]] for any questions.
What happens after I leave?

Learn more about what happens after you leave and impacts to your tax statements and benefits (such as payout of unused leave and health insurance).

Exit Survey

We would appreciate information about the reason for your separation to improve our workforce experience. Please complete a brief and anonymous exit survey.