HR Business Partners

WSU Policy 3.41 / Separation of Employment outlines the expectation that Employees, not serving in a Leadership role, should provide a two (2) week written notice of resignation to the Employee's Leadership. Employees, serving in a Leadership role, may be required to provide a four (4) week written notice of resignation to the Employee's direct Leadership. Those not providing the required written notice are considered a Voluntary Separation – Quit Without Notice.

This resignation can be on a department-specific form, written in an email, or provided as a hand-written letter. It should include the following information:

• The employee's full name and myWSU ID
• The anticipated last date of work
• The reason for resignation, if applicable (e.g., transfer to another SOK agency, retirement, health reasons)

The employee's direct leader should review the resignation and confirm the last planned date of work with the employee as soon as possible after receipt. The original of the written resignation should be sent to the Office of Human Resources at campus box 015, or by email to HR.ServiceCenter@wichita.edu. Additionally, the department's ePAF originator should be notified of the last date of work as soon as possible to begin administrative processes.

The notice period is expected to be a working notice. If the employee fails to report to work during their notice period, it will be considered a Voluntary Separation - Quit Without Notice.

The department's ePAF originator will submit an EATERM (Employee & Position Termination) ePAF as soon as possible once the last date of work is known. The ePAF originator should refer to the ePAF processing deadlines in the Admin Toolbox to determine the deadline for submission. Generally speaking though, the ePAF should be submitted as soon as notice is received, to allow maximum processing time for all necessary administrative tasks.

NOTE: If the employee is moving from one department to another, or is moving from a temporary or student position into a full-time, benefits-eligible role, the ePAF type will be a Position-Only Termination.

The employee should plan to clear out their University work site no later than their last date of employment. If the employee is unable to do so, the supervisor will collect all personal belongings and hold for the employee to pick up for thirty (30) days. If not retrieved, the employee's personal belongings will be mailed to their most recent address on file.

 All University-owned equipment, including but not limited to building access keys, electronics, uniforms, and safety gear should be returned in clean, working condition to the supervisor no later than the last date of employment.

For information on termination of benefits, including health insurance coverage and accessing retirement funds, provide the employee with a copy of the Benefits Information for Separating Employees.

Accrued paid leave balances are paid out according to State of Kansas and KBOR policy. Upon request, the HR Total Rewards team can provide an estimated leave payout amount for a separating employee. Email TotalRewards@wichita.edu for more information. 

HR coordinates with WSU IT to revoke systems access for separating employees, effective on the first business day following separation. As of that date, the former employee will no longer be able to access myWSU, Banner, their WSU employee email account, or other WSU systems. Additionally, door access to electronic doors will be deactivated.

As indicated in Systems Access, above, separating employees no longer have access to myWSU. If they wish to request a copy of their final paystubs, they can make this request by email to the WSU Financial Operations Payroll team at Payroll@wichita.edu. 

Employees who are eligible for retirement at separation receive additional benefits. For more information on retiree benefits, visit the HR Total Rewards retirement webpages.