Separation of Employment
Guidelines and procedures for employees transferring to a different department or separating from the University.
What to do when an employee leaves
When an employee transfers to another department or separates employment with the University, the department chair or supervisor is responsible for leading the transition and completing the necessary paperwork.
The steps in the process are:
Step 1: Submit a Separation Notification (See form below)
Use the form below to submit a separation notification. This notification alerts the appropriate offices of the upcoming separation. The supervisor is responsible for completing and submitting the Separation Notification no later than the employee’s last day of employment within your department, whether they are separating from the University or transferring to another department.
Step 2: Submit an Electronic, HR E-Form 3
This Change of Status needs to be submitted in a timely manner. The E-Form 3 can be accessed via your myOleMiss account. Upon receipt, the Benefits team will provide benefit-related details to the employee.
Step 3: Communicate with Your Team
Promote an atmosphere of knowledge transfer and reassign work assignments and projects among other team members.
Step 4: Complete the Exit Checklist
Ensure you’re fully prepared for an employee’s last day with this checklist of responsibilities and reminders, including items to collect and information to share.
Separation Notification
It's important for supervisors to complete and submit the Separation Notification by the employee’s last day in your department, whether they’re leaving the University or moving to a new department.
Frequently asked questions
Your insurance will be effective until the last day of the month in which your separation of employment occurs. The Benefits team within Human Resources will send you information regarding your health insurance and retirement plan.
The University does not have an automatic “not eligible for rehire” policy. If a determination is made that you are not eligible for rehire, Human Resources will notify you of this decision.
In most situations, parking permits are paid through as on-going payroll deductions and as such would not be paid in full until the end of the academic year. If you are entitled to a refund, Parking and Transportation will provide a refund.
If you are entitled to a refund, the ID Center will provide a refund.
Any employee separating from the employment with University may apply for unemployment benefits. Ultimately, the Mississippi Department of Employment Security determines eligibility and approval for unemployment of benefits.
The University does not share reasons with the campus community and we only provide the position title and dates of employment to potential employers with a “release of information” signed by the employee.
Yes, upon separation of employment, employees will receive payment for a maximum of 240 hours of personal leave. This is referred to as terminal leave pay. Terminal Leave pay will be processed the pay period after the last payroll in which compensation is paid. The payment will be received via the same method as your regular paycheck (direct deposit or check). This payment is subject to tax withholding and state retirement contributions.
Public Employees’ Retirement System of MS (PERS) participants: After processing the terminal leave payment limited to 240 hours, the remaining balance of your Personal and Major Medical Leave will be submitted to PERS and be applied to your retirement account as additional months of service credit. If an employee transfers to a Mississippi state department, university, or community college with no break in service, the balance of their accrued personal and major medical leave will be transferred to the new employer. The employee will not receive a terminal leave payment.
Optional Retirement Plan (ORP) participants: After payment of terminal leave pay limited to 240 hours, the remaining balance of Personal Leave and Major Medical Leave will be forfeited.
No employee shall donate leave after tendering notice of separation, for any reason, or after separation of employment.
In most situations, employees will lose access to their email immediately. University retirees awarded emeritus status are granted access indefinitely.
Contact the HR Service Center
If you have a question, need help, or are dealing with an HR problem, the HR Service Center is here for you. Whether it's about benefits, pay, leave, insurance, tuition waivers, or anything else, our team of experienced HR Service Coordinators is ready to get you the answers you need as quickly as possible.
We're Here to Help!