Exit Checkout Process

When it is time for an employee to leave Emory, whether it's due to a termination, resignation, retirement or another reason, certain procedures must be followed to ensure that Emory's policies are met and Emory's physical and intellectual property is returned. To assist you in processing your exiting employee, HR has developed standard operating procedures and a required online checkout process.

Online Checkout

The online checkout is required for all exiting employees except for students, medical residents and unpaid faculty members.

The employee’s direct supervisor is responsible for ensuring that all standard operating procedures are followed, the online checkout is completed, and the employee’s job record is properly updated in the HR system. HR Reps can assist the supervisor with any and all of these tasks. View step-by-step instructions for using the online checkout tool.

For more information, refer to Emory’s Terminations and Separations of Employment Policy.

Involuntary Termination

Involuntary termination is termination for cause as determined by the employer. Remember, central Human Resources must be consulted before any involuntary termination occurs. To ensure appropriate process and documentation, contact Employee Relations.

Steps

Once an involuntary termination has been confirmed, complete the following:

  1. Complete the required online checkout for the employee. This will ensure that all required tasks have been properly assigned. After logging in, select the "involuntary" termination option. In the checkout, you can assign others to complete certain tasks. View step-by-step instructions.
  2. A signed copy of the Property Return and Confidentiality Agreement must be received as part of the checkout. If a signed form is not received for the employee, they will be marked ineligible for rehire in the HR System (not all involuntary terminations disqualify an employee from being rehired at Emory).
  3. Encourage the employee to complete the exit interview survey.
  4. Verify the employee’s job record has been properly terminated in the HR system.

All steps above should be completed on or before the employee's last day of employment at Emory.

Go to the Online Checkout

Voluntary Termination

Voluntary termination, or resignation, is a termination of employment by a voluntary action of the employee with advance notice. To resign in good standing, an employee is expected to give at least two-weeks’ notice in writing.

Steps

Once notification in writing has been received, complete the following:

  1. Complete the required online checkout for the employee. This will ensure that all required tasks have been properly assigned. After logging in, select the "voluntary" termination option. In the checkout, you can assign others to complete certain tasks. View step-by-step instructions.
  2. A signed copy of the Property Return and Confidentiality Agreement must be received as part of the checkout. If a signed form is not received for the employee, they will be marked ineligible for rehire in the HR System.
  3. Encourage the employee to complete the exit interview survey.
  4. Verify the employee’s job record has been properly terminated in the HR system.

All steps above should be completed on or before the employee's last day of employment at Emory.

Go to the Online Checkout

Retirement

Once an employee has formally announced their intended retirement date, you should verify their retirement eligibility with your Benefits Specialist in central Human Resources at least three months before their proposed retirement date. Note: an employee’s service date in PeopleSoft and their age are not sufficient for calculating retirement eligibility, so it important to check with HR.

Steps

Once notification of a retirement date has been confirmed, complete the following:

  1. Complete the required online checkout for the employee. This will ensure that all required tasks have been properly assigned. After logging in, select the "retirement" termination option. In the checkout, you can assign others to complete certain tasks. View step-by-step instructions.
  2. A signed copy of the Property Return and Confidentiality Agreement must be received as part of the checkout. If a signed form is not received for the employee, they will be marked ineligible for rehire in the HR System.
  3. Discuss the many programs and resources for transitioning to retirement with the employee.
  4. Encourage the employee to complete the exit interview survey.
  5. Verify the employee’s job record has been updated to retired in the HR system.

All steps above should be completed on or before the employee's last day of employment at Emory.

Go to the Online Checkout

Employee Death

Losing an employee is an emotionally challenging situation for a supervisor, co-workers and others in the Emory community. The Faculty Staff Assistance Program (FSAP) is available to come to the worksite when a death is communicated to the staff to provide onsite grief support.

Communication is key during the loss of an employee. A sample communication is provided for your use.

Steps

As soon as possible, after learning of an employee's passing, complete the following:

  1. Complete the required online checkout for the employee. This will help make sure you complete all of the necessary items after losing an employee. After logging in, select the "deceased" termination option. In the checkout, you can assign others to complete certain tasks. View step-by-step instructions.
  2. Verify the employee’s death has been properly recorded in the HR system.

Go to the Online Checkout

FAQs

No. You must still create a Peoplesoft termination action using the standard processes for these tasks (eHRAF or HR Web).

Yes. To delete a checkout, click on the person’s name and click the Delete Checkout button. To create a new checkout, click Create Checkout from the top navigation menu.

Click on Completed Checkouts from the top navigation menu. Click on the person’s name and then click the edit button. Make your changes and click Complete Checklist.

Yes, a task assignee can see the whole checkout, but can only update the status of their own assigned task(s).

No. Due to the sensitive nature of some terminations, emails are not automatically generated to anyone except for the checkout creator and the supervisor who is listed in Peoplesoft.

Two conditions will cause a notification email:

  1. An email will be sent to the supervisor if a termination is recorded in Peoplesoft and no checkout has been completed.
  2. An email will be sent to the checkout list creator and the supervisor when a checkout is created, but no termination record is created in Peoplesoft HR.
Notice of Emory Property and Data Return

Employees, physicians, contractors, students or other agents who as either information providers or information users intentionally and without proper authorization (1) access or disclose confidential Emory information or (2) modify or destroy Emory information or (3) fail to return Emory physical or intellectual property, are in direct violation of Emory’s policies. Under certain circumstances, such violations may give rise to civil and/or criminal liability.