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THE MEDICAL COLLEGE OF GEORGIA
ADMINISTRATIVE PROCEDURES

Office of Primary Responsibility - Human Resources - Data Processing-Reporting     
Subject: Employee Clearance Process

1.0   Purpose: To present the procedures which are followed when an employee is terminating from MCG. 

2.0   Note: Certain departments on campus are required to confirm/verify that the terminating employee has no outstanding issues such as parking tickets, library fines, keys etc.  All confirmations/verifications must be obtained before the employee can officially clear with the campus. 

3.0   Procedure: Submission of Termination Documents

3.1   Responsibility: Campus Department

3.1.1         Manager fills out appropriate sections of PAR and Clearance form the submits it to the Employment-Processing section (HS-1121) within a couple of days or more of employee’s notice when possible.

http://www.mcg.edu/hrforms/pdf/clearance.pdf

4.1   Responsibility:  HR Data Processing-Reporting

4.1.1           Data Processing-Reporting receives PAR and Clearance Form

4.1.2         Processes the termination PAR into PeopleSoft and logs it on the  monthly activity log.

4.1.3         Pulls together the appropriate paperwork, i.e. PAR and Clearance form and Resignation letter (if applicable).

4.1.4         Sends an email to the appropriate department contacts (for clearance areas listed on clearance form) to determine if there are any outstanding issues before the employee can clear with Data Processing-Reporting/HR.

4.1.5         Receives clearance or information on outstanding issues from contacts.

4.2   Responsibility:  Employee

4.2.1         Comes to employment to complete the clearance process.

4.2.1.1    If there are any outstanding issues, the employee is given this information and advised to visit this department or contact them before proceeding.

4.2.1.2    Clears up any remaining clearance items.

4.2.2         Goes to Public Safety and physically clears from the ID Badge office, Key Control and Parking.

4.2.3         Goes back to Data Processing-Reporting to complete the process.

4.3   Responsibility:  HR Data Processing-Reporting

4.3.1         *Verifies their future address or if address will remain the same.

4.3.2         *Determines if the employee contributed to a retirement plan and explains their options to maintain the funds in this account, receive a withdrawal, or roll over to another eligible plan.

4.3.3         *Explains to employee the estimated target date in which they will receive their last paycheck and, if eligible, when they will receive their check for annual leave time.

4.3.4         If the employee is interested in withdrawing their retirement, walks employee to Benefits to process their retirement earnings before leaving HR.                                          

Departments and Units  | Medical College of Georgia

Please email comments, suggestions or questions to:
HUMANRESOURCES_DIR_OFFICE@mcg.edu
July 18, 2006