Click here for printable Termination Check List. Note that not all items listed will apply to the separating employee.
The following guide contains resources, links, and points of contact. Click on + signs for additional information.
- Submit the termination in Workday when an employee transfers to another department, leaves the College, or has passed away.
- Upload supporting documentation (termination letter, resignation letter, or retirement letter) in the termination initiation in Workday.
- Note that involuntary terminations must be approved by the Vice Chancellor of your area and the Vice Chancellor of Human Resources. Voluntary terminations are reviewed by the Vice Chancellor of Human Resources.
- Submit a Mojo Helpdesk request to terminate access to email, network, software applications, and voicemail.
- You may choose to have the employee’s ACCmail account access delegated for accountability purposes. Submit a service request if you need IT assistance collecting data from their computer.
- If you need the employee’s data, please work with the employee to transition the files before the employee leaves. If that does not happen, the supervisor can submit a service request to handle any data reclamation retroactively.
- If the separated employee needs to access anything on their computer, the separated employee can submit an open records request.
- Make sure the employee’s personal contact information in Workday is up-to-date, including mailing address, phone number, and email address.
- This is for correct mailing of W-2 forms, enrollment updates, and/or final paychecks.
- Instructions for updating personal information can be found here: Manage Your Personal Information Job Aid
- In compliance with Administrative Rule Guideline/Procedure 4.1300.01.1, the supervisor must ensure the following items have been completed and returned by the employee. Alongside each property item below is contact information for additional instructions.
- Office keys and Access Card (District Security Management, 512-223-7277)
- Keys for desks and cabinets (Contact employee’s Campus Manager’s Office)
- IT Equipment, including laptops, monitors, mice, adapters, headphones, and similar items. (Submit IT Mojo ticket)
- Mobile devices, including cell phones and pagers (Contact mobileservicesdevices@austincc.edu)
- Return devices to HLC 3000, room 3.3210.37.01 or ask the Campus Manager at the nearest campus to return the device via intercampus mail to HLC 3000, room 3.3210.37.01.
- Credit cards (Contact purchasingcard@austincc.edu)
- Tools specific to role, such as uniforms, manuals, lab instruments (Contact Department Chair)
- College Vehicles and parking permits (fleet@austincc.edu)
- Ensure the employee’s final timesheet is completed by their last day of work.
- Terminated employees will be paid not later than the next regular payday. (Contact payrollservives@austincc.edu)
- Advise the employee of any outstanding debts.
- Employees are required to settle any debts with the College before their termination date.
- Contact Employee Accounts Receivable email: employee_ar@austincc.edu
Remaining Sick Leave, Vacation
- Upon termination, an employee may receive their accrued sick and vacation pay in accordance with the College’s policies and procedures.
- Employee can donate any remaining sick leave by:
- Completing the Workday Sick Leave questionnaire before the employee’s last day of work
- Benefits Request/Donate App
- Authorization to Transfer Sick Leave to Sick Leave Pool PDF
- An employee who has had access to confidential information should be advised that access will be terminated.
- Supervisors who have security concerns during the termination process should notify the ACC Police Department in advance of the termination. (Call 512-223-1231)