Transferring Employees

Transferring Employee Checklist and Info.

The "Check Out" Esign form has been disabled and is no longer in use.  Please follow steps below and utilize the checklists provided.  Please feel free to contact HR with any questions!

FIRST STEPS

  • Submit a resignation letter to your supervisor stating your last date of employment.
  • Draft a summary of your job duties for your supervisor that includes contact info., links and instructions
  • If you feel like you need to talk to someone about why you are transferring to a different department, we invite you to contact HR@wwu.edu to schedule an exit interview with an Employee/Labor Relations Partner. Your exit interview is filed confidentially in Human Resources. Generalized comments, suggestions and concerns (not specific to a person) that could be helpful in improving the workplace may be shared with departments.  If there are any legal, policy or procedure issues that are identified through this process, you may be contacted directly by an HR representative on next steps.
  • If you are in a supervisor or timesheet approver position, submit a Payroll Approver Change Form

BENEFITS

  • Your health insurance benefits do not change when you change to a different department on campus.
  • Retirement options can change if you are moving from one employee class to another (ex. moving from classified staff to Pro Staff).
  • Please contact hr.benefits@wwu.edu to discuss retirement changes if you are changing to a different employee class or if you have any other questions re: benefits or retirement

PAYROLL

  • Tax forms: as a former employee you will always have access to your tax forms and paystubs via Web4U.  To gain access after you leave Western, please contact ATUS at 360-650-3333
  • Transferring to a different department on campus will not cause anything to change re: your method of payment. However, if you are moving into a different employee class there may be changes as far as completing a timesheet.
  • Accrued vacation and sick leave balances will stay in place, but you may have some changes in accrual rate if you move to a different employee class.
  • Please contact the HRIS team if you have any questions regarding your job change.
  • Alert payroll immediately if an overpayment is discovered
  • Respond to any overpayment notifications in the allotted time.
  • Please contact Payroll for any payment changes or questions.

LAST DAY OF WORK

  • Your email, Teams phone number and voicemail will stay with you when you move to a different department.  Please ensure you update your voicemail message to reflect your new department info.

  • Return the following WWU property. Work with your supervisor or designated department contact to return the following items:

    • Office and/or Building Keys/FOB
    • Purchasing Card
    • All WWU property for the department you are leaving (computers, mobile devices, uniforms etc.)
    • Any other department specific equipment or property assigned to you
    • Visit the ATUS Leaving WWU webpage re: returning equipment
    • WWU furniture used at remote office location if applicable

     

The "Check Out" Esign form has been disabled and is no longer in use.  Please follow steps below and utilize the checklists provided.  Please feel free to contact HR with any questions!

FIRST STEPS

  • Submit a resignation letter to your supervisor stating your last date of employment.
  • Draft a summary of your job duties for your supervisor that includes contact info., links and instructions
  • Complete the Employee Exit Survey
  • If you feel like you need to talk to someone about why you are transferring to a different department, we invite you to contact HR@wwu.edu to schedule an exit interview with an Employee/Labor Relations Partner. Your exit interview is filed confidentially in Human Resources. Generalized comments, suggestions and concerns (not specific to a person) that could be helpful in improving the workplace may be shared with departments.  If there are any legal, policy or procedure issues that are identified through this process, you may be contacted directly by an HR representative on next steps.
  • If you are in a supervisor or timesheet approver position, submit a Payroll Approver Change Form

BENEFITS

WA Health Care Authority (HCA) will reach out directly to the departing employee with info.

  • Contact hr.benefits@wwu.edu for the following:
    • Questions regarding your retirement and benefits
    • If you have an active flexible spending account (FSA) and would like to see if you can continue using it for the rest of the year.
    • For address updates to retirement accounts as Benefits need to make this change directly.
    • Update your W2 mailing address via Web4U and add a personal email if needed as this will notify our benefits team to send you an email regarding your benefits ending.

For PEBB Benefits 

  • PEBB benefits will term the last day of the month in which they are eligible for it, usually the last day of the month in which they were employed.
  • If the employee is transferring to another PEBB agency and either the employee or new employer reaches out (in a timely manner), PEBB benefits can transfer over to the new employer effective the 1st of the month their PEBB benefits end under WWU.
  • Employees with an active FSA can transfer their FSA funds to their new PEBB employer

Per DRS Retirement Plan Holders 

  • Please visit the DRS leaving employment FAQ webpage (https://www.drs.wa.gov/life/separation/)
  • Retirement contributions form WWU will stop on their final paycheck
  • Plan 3 members may be able to transfer/rollover investment funds to their new retirement account with a new employer
  • Plan 2 members have 30-days after leaving a DRS employer to decide if they want to withdraw their funds & wipe out their service credits.
  • If new employer is a DRS eligible employer, service credit will begin to accumulate, prior history with DRS may result in a re-enrollment back into that plan, depending on the employees new position. 

Per URP holders

  • If eligible, URP members can transfer or rollover URP funds to a their new retirement plan with a new employer, or let it sit.
  • For all investment account (URP and Plan 3) rollovers/transfer WWU has no involvement in that process. The process will be handled with the investment account holder (Fidelity or DRS) and the new retirement vendor. 

PAYROLL

  • Tax forms: as a former employee you will always have access to your tax forms and paystubs via Web4U.  To gain access after you leave Western, please contact ATUS at 360-650-3333
  • Alert payroll immediately if an overpayment is discovered on your last paycheck.
  • Respond to any overpayment notifications in the allotted time.
  • Please contact Payroll for any payment changes or questions.
    • For questions regarding your final paycheck, vacation/sick leave payout or if you would like to transfer leave to another state institution please contact: hr.payroll@wwu.edu

LAST DAY OF WORK

  • Please create an out of office voicemail and email message referring calls to someone else in your department. Your email, Teams phone number and voicemail will stay with you when you move to a different department.

  • Return the following WWU property. Work with your supervisor or designated department contact to return the following items:

    • Office and/or Building Keys/FOB
    • Purchasing Card
    • All WWU property for the department you are leaving (computers, mobile devices, uniforms etc.)
    • Any other department specific equipment or property assigned to you
    • Visit the ATUS Leaving WWU webpage re: returning equipment
    • WWU furniture used at remote office location if applicable

     

    Thank you for your service to Western Washington University!