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End of Employment


View policy pdf: End of Employment Policy

Separation Notice
State law requires that each organizational unit furnish to each terminating employee a separation notice (Department of Labor Form DOL-800) at such time as said employee leaves the employment of the University or, in some cases, changes from one position to another within the University. While students should receive a termination letter, Separation Notices are not provided to student employees. See the separation notice for a list of exceptions to this requirement and for instructions for completing the form. DOL-800 Separation Notices and UGA checklists should remain in unit level files.

University Exit Procedures
Department heads or their designees should complete the applicable exit checklist for each separating or transferring employee as follows:

1. Faculty and Staff Separation Checklist Procedures for:
Regular, partial-year, and temporary faculty and staff whose employment ends due to resignation, termination, retirement, or death
2. Faculty and Staff Transfer Checklist Procedures for:
Regular, partial year, and temporary faculty and staff transferring from one UGA department to another UGA department
3. Student Employee Separation Checklist Procedures for:
Student employees whose employment ends due to resignation, termination, transfer to another position, or death.

Record Retention

Citation or Reference:  

Number: 0472- 04-016  

This series documents an employee's work history at the institution. Records may include but are not limited to: personnel file close out form (includes salary at time of separation, final leave totals, and rehire eligibility); copies of Affirmative Action Compliance data forms; applications for admission to graduate school; sabbatical leave records; applications for academic employment; background surveys; employee contracts; athletic contracts/overseas agreements; conditions of employment; memoranda of agreement; notices of appointment; overload compensation requests; patent rights waivers; pay/budget action forms; forms documenting personnel actions; proposals for academic appointment; requests for approval for outside employment; resumes or curriculum vitae; retirement agreements; technology transfer agreements; tenure relinquishment forms; promotion, tenure, and salary increase records; and employee Social Security number disclosure forms.    

Retention:Personnel File Closeout Form: 50 years; Supervisor's Copy: 3 years after separation of employee; Employment Eligibility Verification Forms: 3 years; All other records: 7 years following separation of employee from institution. 

Related Information
Academic Affairs Policy Manual (faculty)
USG Business Procedures Manual
Exit Interview


Responsible University Senior Administrator: Vice President for Finance & Administration
Responsible University Administrator: Associate Vice President – Human Resources
Policy Owner: Human Resources
Policy Contact: Senior Director, Workforce Engagement
Phone Number / E-mail: 706-542-2222 /

Date Issued: 03/02/2020

Last Reviewed/Updated: