Section Menu Human Resources

Contact Information

(209) 667-3351
HR_Assistant@csustan.edu

Mary Stuart Rogers, MSR 320

Division of Business & Finance

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

Employee Clearance Paperwork

Term

Information

Employee

Enter the name of the separating employee. If the employee holds multiple positions, select the specific position that is being cleared.

 

*Required field to submit the form.

 

Supervisor Information

The employee’s department and supervisor information will automatically populate based on the position selected.

 

Separation Type

Select the appropriate separation type from the list below:
• Retirement – Employee has retired through the CalPERS process.
• Appointment Ends – Employee’s appointment has reached its end date.
• Resignation – Employee has voluntarily resigned from their position.
• Department Transfer – Employee has accepted another position on campus and is transferring to a different department.

*Required field to submit the form.

 

Last Physical Work Date

Enter the employee’s last day physically worked on campus.

Last Day of Employment on Payroll Status (if different from above)

Enter the employee’s final day in paid status, if different from the last physical work date.

Upload file

Attach the employee’s resignation or retirement notice. (Visible to HR and FA only.)

Comments

Enter any relevant details regarding the separation (e.g., clarification of dates or special circumstances), then click Submit.

 

Separation Information for Faculty, MPP, and Staff

  • Enter all time in CSU Time (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 form is submitted.
  • Approve separating employee's time entries in CSU Time.
  • 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 PDF Separation Checklist for Employees has been completed.
  • Contact the Class and Comp Team to develop a plan for filling the vacancy.

Separation Information for Student Employees

  • Enter all time in CSU Time 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.
  • 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 and submit 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 form is submitted.
  • Approve separating employee's time entries in CSU Time (CHRS).
  • Confirm the return of university property and equipment, and keys.
  • Confirm the Student Employee Checklist has been completed.
  • Contact the Workforce Strategy team to develop a plan for filling the vacancy.

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: March 19, 2026