Staff who resign, leave, or transfer to another Texas state agency or higher education institution must complete the offboarding process. Completing the offboarding process will guarantee a series of actions are initiated to ensure that all aspects of employment, such as email and electronic access, use of university property and materials, parking, payroll, and personnel records; are properly managed.
All departing employees must complete an Offboarding Checklist. The Employee Offboarding Checklist is to be used as a comprehensive guideline for separating from the UNT System. It is intended to provide you with resources, links, and points of contact to complete this process. The employee's supervisor will complete an Offboarding Checklist, also. There is a Resources Guide under the Important Information to assist an employee throughout the offboarding process.
Please contact your HR representative or your supervisor with any questions. Additional department steps may be necessary before separation. Below are the specific campus Offboarding Checklists:
Here are steps to take to ensure a smooth departure:
- Complete the offboarding checklist and inform your supervisor.
- Logon to Employee Self Service via the My UNT System portal to verify:
- the "Personal Details" records display the correct preferred address, phone, and email, so future correspondence will not be delayed
- the information in the "Payroll" tab has the correct direct deposit information, if applicable
- If you are transferring to another Texas state agency or higher education institution,
then notify the new agency of your UNT System state service dates. A representative from the HR Records team can assist you with inquiries and questions.
- Note: The amount of prior state service credit you have affects your vacation and longevity pay accruals, so it's very important to ensure your state service record is complete and accurate.
- When transferring to another Texas state agency, your vacation, and sick leave accruals will be transferred if there is no interruption in service.
Employees who have more than six months of state service and are not transferring to another state agency will be paid for vacation time. If you leave employment mid-month, any unused vacation time is generally applied at the end of the month. Any remaining vacation time will then be paid in a lump sum. This payment will occur within 6-8 weeks after your last day of employment.
If you transfer to another state agency, which includes another UNT System component, your vacation and sick leave balances will transfer only if there is no interruption in service.
There is no payment for unused sick leave. You may donate your unused sick leave to the Sick Leave Pool to assist colleagues who are experiencing catastrophic illnesses or circumstances. Non-exempt employees will be paid for any remaining compensatory time.
Your final paycheck will be paid to you in the same form as your regular paycheck, in most scenarios. If you currently have direct deposit, your final paycheck will be direct deposited to your account. A paper check will be mailed to your home if that is your method of payment.
The main objective of an exit interview is for an employee to provide insight into their employment experience at UNT System. Exiting employees may request an exit interview to provide feedback and offer suggestions. Interviews are offered in person and virtually, if necessary. Reach out to an HR representative to schedule an exit interview.
The Qualtrics exit survey is another way for UNT System to learn from their employee's time at UNT System. The survey asks employees what UNT System is doing well and what factors may have influenced their reasons for leaving. UNT System can customize the survey with questions and demographic items specific to the organization. A link to complete this survey will be emailed to you after your employment ends, and you will be able to complete it on mobile devices, allowing for ease of use, a higher response rate, and quick report turnaround times. Employees may also fill out the exit survey in an electronic document format by requesting it from their HR representative, and then emailing back the completed document to their HR representative.
Conflict of Interest: Notification to Exiting Employees
By state law, no officer or employee of a state agency shall have any direct or indirect interest, financial or otherwise, or engage in any business transaction or professional activity or incur any obligation of any nature which is in substantial conflict with the proper discharge of duties in the public interest.
The prohibition lasts two years from the end date of the employee’s state agency employment.
Here is the Government Code provision in full:
Texas Government Code Sec. 572.069. CERTAIN EMPLOYMENT FOR FORMER STATE OFFICER OR EMPLOYEE RESTRICTED. A former state officer or employee of a state agency who during the period of state service or employment participated on behalf of a state agency in a procurement or contract negotiation involving a person may not accept employment from that person before the second anniversary of the date the officer's or employee's service or employment with the state agency ceased.