Separation from the University

When an employee leaves the university or transfers to another department, there are several items which must be completed.  The Separation process applies to all employees, except temporary and student employees. 

Note: If an employee is being involuntarily separated from the university, the supervisor should contact Human Resources at 281-283-2160.


  1. Submit a letter of resignation/retirement (if applicable). 
      • The employee is required to submit a written, signed notice of voluntary resignation or retirement to the immediate supervisor at least two weeks prior to the effective date of separation, stating the reasons(s) for the resignation. 
      • If considering retirement please schedule an appointment with your Benefits Coordinator at least 6 months prior to the retirement date.
  2. Update Employee Information: Log in to P.A.S.S. and verify that your address, phone number and email address are up to date.

  3. Accrued Leave
      • If you are a direct transfer to another state agency and you have completed 6 months of service with the State of Texas, your unused vacation will be transferred to that agency.  If you are not a direct transfer and you have completed 6 months of service with the State of Texas, you will be paid for accrued but unused vacation leave.
      • You will not be paid for your accrued but unused sick leave.  If you are employed by another state agency within 12 months your sick leave balance will be transferred to the new state agency. 
      • You may choose to donate accrued but unused sick leave to the Sick Leave Pool.
      • Please refer to the Frequently Asked Questions form for additional information regarding accrued leave.
  4. Payroll: Ensure all time and or absence requests have been approved.

Separation Process

It is the employee’s responsibility to complete the Separation process on or before the last day of employment.  The forms listed below must be submitted to the Office of Human Resources on or before the employee's last day of employment.

Failure to complete the Separation process may result in the employee being ineligible for rehire by any department at the University of Houston-Clear Lake.

Last Day of Employment (Return Items)

It is the employee’s responsibility to return all university property to the department or facility including all borrowed materials, identification cards, tools, uniforms, equipment, credit cards, training manuals, all keys, library books, and pay any outstanding fines. 

Failure to return university property or the removal of university property may be construed as theft and appropriate legal action may be taken if the property cannot be recovered.

  • Human Resources

    Phone: 281-283-2160
    Fax: 281-283-2158 

    Bayou Building B2537
    2700 Bay Area Blvd, Box 167
    Houston, TX 77058-1002