The Employee Clearance Procedure is required for all employees who are separating from employment, retiring, or transferring to another department. This process must be completed before the employee’s last day worked on campus or last day of employment.
Complete the clearance process for the following:
- Full-Time Faculty – When resigning, retiring, or beginning/ending FERP
- Part-Time Faculty – Only when leaving a position before the appointment end date
- Staff and Management (MPP) – When resigning, retiring, or ending a temporary appointment
- Student Employees – Only when leaving a position before the appointment end date
- Employees with multiple positions – Those resigning from one position may select the specific role without fully separating from university employment
- Employees transferring to another department on campus
Separation Information
For Faculty, MPP & Staff
- Enter all time in CSU Time (MyStanState HR/CHRS) and have it approved by your supervisor at least four (4) days before your last day, or as directed by Human Resources, to ensure your pay is issued accordingly.
- Return resources and property in your possession and pay any financial obligations. This includes the return of procurement cards and the final reconciliation of all outstanding procurement card statements. All property and resources must be returned to the appropriate department or the employee’s appropriate administrator.
- Review and complete the Separation Checklist for Employees (Faculty, MPP, Staff).
- Participate in a confidential online Exit Interview Survey to help us improve as a university and as a place to work. The survey is voluntary
It is the MPP Supervisor and Appropriate Administrators responsibility to ensure all property is collected, all outstanding reconciliations are completed, and reimbursement owned to the university are collected.
- Ensure the Clearance Paperwork form is submitted, if it has not already been completed.
- Approve separating employee's time entries in MyStanState HR/CHRS.
- Confirm the return of university property and equipment, campus identification card, keys, purchasing cards, and the settlement of any outstanding accounts.
- Confirm all purchasing card reconciliations have been completed (P-card).
- Confirm all travel expense claims have been completed.
- Confirm the employee has completed the Separation Checklist for Employees.
- Contact the Workforce Strategy Team to develop a plan for filling the vacancy.
Separation Information for
Student Employees
- Enter all time in CSU Time (MyStanState HR/CHRS) and have it approved by your supervisor at least four (4) days before your last day, or as directed by Human Resources, to ensure your pay is issued accordingly.
- Return keys, key card, or FOB by contacting Capital Planning & Facilities Management at 209-667-3211, if applicable.
- Confirm that your address is current with the University to ensure W-2 is mailed to the correct place. Review your CSU Personal Details in CHRS and update your address as needed. If your address will be changing, please also complete the Employee Action Request Form – Address Update (STD. 686 Form) and submit it to the HR Office, MSR 320.
- If you have participated in the PST (Part-Time/Seasonal/Temp) Retirement Account, you are eligible to withdraw your full account balance 90 days after your last transaction posts to or from your account. Information about your payment options is online at savingsplusnow.com or by calling (855) 616-4776 - Part-Time, Seasonal or Temporary (PST) Retirement Plan Benefit Payment Application
It is the MPP Supervisor responsibility to ensure all property is collected, all outstanding reconciliations are completed, and reimbursement owned to the university are collected.
- Ensure the Clearance Paperwork form is submitted, if it has not already been completed.
- Approve separating student employees' time entries in MyStanState HR/CHRS.
- Confirm the return of university property and equipment, and keys, if applicable.
- Confirm the Student Employee Checklist has been completed.
- Visit the Student Employee Resources to develop a plan for filling the vacancy, if applicable.
FAQ's
Yes. We need a Clearance Form completed to alert payroll of your retirement status, complete your final pay, and have your property cleared.
Yes. Payroll and the department will need to separate you from ONLY the position you are departing. However, you will not be cleared from the campus.
Managers, as soon as you receive notification that your employee is leaving, initiate the separation/clearance process and attach written notice from the employee. Do not wait. As an employer, we are under rigid deadlines imposed by the state to get employees’ last pay issued.
Updated: April 29, 2026