PRAIRIE VIEW A&M UNIVERSITY
UNIVERSITY ADMINISTRATIVE PROCEDURE
33.99.99.P0.01 Employee Clearance from the University
Approved May 15, 1998
Revised August 19, 2011
Revised December 16, 2011
Revised June 4, 2013
Revised December 1, 2015
Next Scheduled Review: December 2020
UAP Purpose
The purpose of the University Administrative Procedure (UAP) is to outline the process involved
when staff, faculty and Graduate Assistants leave employment at the University voluntarily or
involuntarily.
Definitions
Involuntary Termination - a severance from employment initiated by the University. An
involuntary termination may include the employer’s failure to renew a contract at the time the
contract expires.
Voluntary Termination - a severance from employment initiated by the employee. Voluntary
termination may include employee retirement and resignation.
Official Procedures and Responsibilities
1.
GENERAL
1.1
2.
All employees and supervisors should adhere to the following guidelines when
processing an employee’s clearance from the University.
VOLUNTARY TERMINATIONS
2.1
The employee shall submit a letter of retirement or resignation to his/her
immediate supervisor.
2.1.1
In cases when an employee notifies his/her supervisor of his/her intent to
retire, the supervisor may refer the employee to the Office of Human
Resources (OHR) who determines the employee’s eligibility for retirement.
The employee then provides the supervisor with his/her official letter of
retirement.
33.99.99.P0.01 Employee Clearance from the University
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2.2
The supervisor provides the employee with a letter accepting the retirement or
resignation within two (2) business days of receipt of the notification and informs
the employee to contact the OHR for his/her clearance meeting on his/her last
day of work. The supervisor will forward a copy of the retirement or resignation
letter and the acceptance letter to the OHR’s clearance team at
clearanceteam@pvamu.edu.
2.3
If the employee does not meet with the OHR for his/her clearance meeting, the
OHR will contact the employee to complete the clearance process.
2.4
If the employee leaves without notice, the supervisor shall contact the OHR
immediately via email at clearanceteam@pvamu.edu.
2.5
The department must create and submit an Employee Payroll Action (EPA) by the
employee’s last date on payroll. The retirement or resignation letter, including the
acceptance letter, or the termination letter should be attached to the EPA.
2.6
The department must clear the exiting employee using the online Clearance
System on the employee’s last day of work.
2.7
The employee should schedule a clearance meeting with the OHR prior to his/her
last day of work to complete all clearance related paperwork. To schedule a
clearance meeting, the employee should contact the OHR at
clearanceteam@pvamu.edu or (936) 261-1730.
2.8
On the employee’s last day of work, the supervisor or department head must
ensure that all department assets, including but not limited to keys, computers,
laptops, tablets, and projectors that were assigned to the employee are returned
to the supervisor/department head.
2.8.1
3.
The department is responsible for all missing department assets and will
have to notify the University Police Department (UPD) and the Office of
Fixed Assets regarding the missing property.
INVOLUNTARY TERMINATIONS
3.1
Once the department notifies the employee of termination, the supervisor shall
instruct the employee to meet with the OHR for a clearance meeting on the
same day of the termination. In cases where the employee refuses to meet with
the OHR, the supervisor shall schedule a clearance meeting on behalf of the
employee on the date of termination. The process will follow the steps outlined
above beginning at Section 2.3.
Contact Office
Office of Human Resources
936-261-1730
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