For additional information pertaining to all types of university employees (not just faculty), see COE: Separation and Retirement.
Resignation
Upon deciding to resign from the university, faculty members should submit either a letter or email to their department chair stating their intent to resign with an effective date. Faculty may resign voluntarily from the University at any time. Standard resignation dates are 1/15, 5/31 or 8/31.
Faculty members who work in the spring are eligible for active employee insurance coverage through 8/31. If a faculty member chooses to be terminated on 5/31, then their insurance will end on that day. For that reason, a faculty member may prefer instead to resign effective 8/31 if their situation allows.
Faculty members on salary spread who resign effective 5/31 will see reserved salary and retirement contributions processed in June, rather than across the summer months.
The department chair must officially accept the resignation in writing through either an email or letter. The acceptance must confirm the effective resignation date. Letters should be signed and dated.
Copies of the resignation letter and department chair's acceptance should be sent to all other departments or centers where the faculty have concurrent appointments, including courtesy or zero percent time appointments.
Processing Resignations in Workday
APS prefers that Workday resignation BPs be submitted no more than one month prior to the separation date.
After the department has received both the resignation letter and department chair's acceptance, the Academic HR Partner should process the Termination in Workday. The resignation letter and chair's acceptance should be attached to the business process.
Prior to processing the termination, staff will also need to end any additional employment via an End Additional Job BP.
For faculty members with endowments, APS will end the endowment in VIP as part of their review of the termination BP. The endowment end in VIP will then push to Workday and end the associated endowment in Workday.
Follow the usual steps for employees separating from the university as outlined in HR: Separation Process. The separating faculty member may refer to the HR: Employee Separation Checklist.
If a faculty member is involved in Sponsored Research, the Terminate business process will prompt the Complete Termination Questionnaire for Faculty sub-process. The Termination Questionnaire will request the following details:
Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.
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