Summer 2024 faculty resignation guidance related to Academic Calendar changes effective August 16, 2024

Resigning faculty who will complete their faculty duties on or before August 15, 2024 should be terminated in Workday with an effective date of 8/15/2024. This will ensure they are paid properly and will maintain insurance benefits through August 31, 2024.

Resigning faculty who will complete their faculty duties after August 15, 2024:

In this scenario, there is a conflict between Canvas and Registrar systems access and the start of the 2024-25 academic calendar. For those faculty members who are expected to finish instructional duties after 8/15/2024, it is recommended that department complete two business processes in Workday to ensure proper pay, insurance benefits, and off-boarding (transition to separation).

1) Complete a Change Job business process, effective 8/16/2024, to update the following attributes:

• • Scheduled Weekly Hours: 0
  • Employee Type: Regular Non-Benefits Eligible
  • Salary Plan: No-Pay Salary Plan (at previous academic rate)

2) After this Change Job is successfully approved by the Provost’s Office, initiate a Termination business process using an effective date of 8/31/2024.

For faculty resigning effective 8/31/2024, CSUs should determine, on a case-by-case basis, if an additional one-time payment (OTP) should be processed for the faculty member in order to keep the faculty member whole as a result of the shortened pay period in August. The faculty member will receive their last paycheck on 09/01/2024.
Resignation

Resignation process

Upon deciding to resign from the university, faculty members should submit either a letter or email to their department chair stating their intent to resign with an effective date. Faculty may resign voluntarily from the University at any time. Standard resignation dates are 1/15, 5/31 or 8/31.

Faculty members who work in the spring are eligible for active employee insurance coverage through 8/31. If a faculty member chooses to be terminated on 5/31, then their insurance will end on that day. For that reason, a faculty member may prefer instead to resign effective 8/31 if their situation allows.

Faculty members on salary spread who resign effective 5/31 will see reserved salary and retirement contributions processed in June, rather than across the summer months.

The department chair must officially accept the resignation in writing through either an email or letter. The acceptance must confirm the effective resignation date. Letters should be signed and dated.

Copies of the resignation letter and department chair's acceptance should be sent to all other departments or centers where the faculty have concurrent appointments, including courtesy or zero percent time appointments.

Processing Resignations in Workday

After the department has received both the resignation letter and department chair's acceptance, the Academic HR Partner should process the Termination in Workday. The resignation letter and chair's acceptance should be attached to the business process.

Prior to processing the termination, staff will also need to end any additional employment via an End Additional Job BP.

For faculty members with endowments, APS will end the endowment in VIP as part of their review of the termination BP. The endowment end in VIP will then push to Workday and end the associated endowment in Workday.

Follow the usual steps for employees separating from the university as outlined in HR: Separation Process. The separating faculty member may refer to the HR: Employee Separation Checklist.

If a faculty member is involved in Sponsored Research, the Terminate business process will prompt the Complete Termination Questionnaire for Faculty sub-process. The Termination Questionnaire will request the following details:

Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.

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