Checklist for Supervisors of Separating Employees

In accordance with JMU Policy 1314-Transfer or Separation from Employment supervisors are responsible for taking action before the employee separates from a position within their department.

Follow these four steps to comply with the university’s mandate to safeguard university data and property:

Attend to items that apply and check the corresponding boxes.

If nothing on the checklist applies, check the No Action Taken box below.

Action Items	Action Details	Done	N/A
Return building/office keys	Employee physically returns keys to FM Lock Shop
Remove JACard electronic door access	Contact Building Coordinator to disable access
Retrieve university property	Desk and cabinet keys Electronic devices Duo Hardware Tokens Small Purchase Card (SPCC) Travel Card Uniforms JACard (Return to Card Services, MSC 5736) Parking Permit (Return to Parking Services, MSC 1301)
Obtain grade books	Academic Unit Head shall obtain grade books (electronic or hard copy) in accordance with Faculty Handbook section III.A.2.b.(15)
Change address notification for forwarding W-2	If previously consented to receiving W-2s electronically, print prior year W-2s before losing access to MyMadison in 30 Days. Employee does one of the following: Update mailing address in MyMadison; or Fax address information to Payroll Services 540/568-2946; or Email Payroll-Operations@jmu.edu ;or Visit Payroll Office
Collect Time and Attendance Records and time sheets	Non-exempt classified staff Prompt employee to submit Time and Attendance Record to HR via email: benefits@jmu.edu Wage employees Process according to JMU Payroll policy
Other	Please specify:
Employee was not issued property and was not granted any accesses for this job	No Action Taken:

Complete the following information:

Employee:	Employee ID:

Separation Date:	Form Completed Date:

Signature of Supervisor or Designee:

Retain the checklist in your department’s files for five years. The Auditor of Public Accounts or JMU Audit and Management Services may contact you/your department to provide the checklist anytime within the five-year document retention period.

Questions? Contact 540/568-3967, humanresources@jmu.edu.