Separating Employment

Understand

When an employee leaves the agency, certain actions must be taken by the supervisor, by the employee, and by support units throughout the agency. Following the steps below ensures that out-processing occurs quickly and efficiently.

Leaving State Service
  1. It is recommended to receive a resignation letter from the employee that outlines their last date with your agency. While it is preferred DES HR receives a copy of this letter, it is not required. The letter will go into the personnel file.
  2. The Employee Exit Checklist form is completed and kept in the personnel file. This will ensure that all necessary steps are covered during the out-processing.
  3. A Personnel/Payroll Data Sheet (PPDS) is completed with the employees last day in paid status as the effective date. The action reason will be "resignation".
  4. Email the PPDS to the Small Agency HR Mailbox for processing.
  5. You will complete a PEBB Eligibility form and provide it to your Payroll department.
  6. Once you receive the completed PPDS back from DES, place that in the personnel file and store the personnel file per state retention guidelines.
Transferring to Another State Agency
  1. It is recommended to receive a resignation letter from the employee that outlines their last date with your agency. While it is preferred DES HR receives a copy of this letter, it is not required. The letter will go into the personnel file.
  2. The Employee Exit Checklist form is completed and kept in the personnel file. This will ensure that all necessary steps are covered during the out-processing.
  3. A Personnel/Payroll Data Sheet (PPDS) is completed with the employees last day in paid status as the effective date. The action reason will be "transfer to another state agency". It is preferred you state which agency the employee is transferring to so DES Payroll can work with that agency.
  4. Email the PPDS to the Small Agency HR Mailbox for processing.
  5. You will complete a PEBB Eligibility form and provide it to your Payroll department.
  6. Once you receive the completed PPDS back from DES, place that in the personnel file. The entire personnel file will be sent to the gaining agency. Prior to sending it off, ensure accurate forms are in the file.
Leaving State Service to go to Higher Education
  1. It is recommended to receive a resignation letter from the employee that outlines their last date with your agency. While it is preferred DES HR receives a copy of this letter, it is not required. The letter will go into the personnel file.
  2. The Employee Exit Checklist form is completed and kept in the personnel file. This will ensure that all necessary steps are covered during the out-processing.
  3. A Personnel/Payroll Data Sheet (PPDS) is completed with the employees last day in paid status as the effective date. The action reason will be "General Govt to Higher Ed".
  4. Email the PPDS to the Small Agency HR Mailbox for processing.
  5. You will complete a PEBB Eligibility form and provide it to your Payroll department.
  6. Once you receive the completed PPDS back from DES, place that in the personnel file and store the personnel file per state retention guidelines. Higher education does not receive State personnel files.

Please refer to the Leaving State Service page for a list of resources available to employees before, during and after separation. If you have any questions, please contact your HR Business Partner.