860  Exit Interview/Check-Out Procedures for Terminating Regular Employees

Approved by President
Effective Date:  February 17, 2021
Responsible Division: Business and Finance
Responsible Office:  Human Resource Services
Responsible Officer:  Assistant Vice President, Human Resource Services

I. Purpose

This policy establishes criteria for the exit interview/check-out procedure which provides all Middle Tennessee State University (MTSU or University) regular employees the opportunity to discuss benefits, final pay, outstanding accounts, and University property assigned to them. Each employee will be given the option of completing an exit interview survey relating to their work experience.

II. General Procedures

A.  Each terminating employee shall submit a resignation in the form of a letter or email to their immediate supervisor. The resignation letter will be forwarded with the necessary paperwork to the Office of Human Resource Services (HRS).

B.  When it is determined that an employee is terminating (retirement, resignation, or dismissal), the department is responsible for contacting HRS with the name of the employee. HRS will contact the employee to schedule the exit interview. Employees will be advised to bring their MTSU identification card to be turned into HRS during the exit interview. Time permitting, a memo will be sent to the employee confirming the exit interview and their obligations.

C.  Employees must clear all monetary and University property obligations prior to the exit interview. It is the department’s responsibility to clear all departmental obligations (e.g. return of uniforms, keys, laptops, etc.).

HRS will contact the Library, Parking and Transportation, Equipment Services, Travel, Payroll, and Information Technology to determine if the employee has any outstanding accounts or University property and to advise of employee termination. Other service areas may be contacted, if necessary, in order to obtain an accurate account status. Failure to clear all accounts could delay distribution of the employee’s final check.

D.  If the employee has clearance on all accounts, the final payroll check will be direct deposited. If the determination is made that the employee is not clear on their accounts, the check will be sent to HRS for distribution and will not be direct deposited. Direct deposits may be stopped at any time during the termination process, if necessary. The employee may request that their final paycheck be mailed by HRS.

Forms: none.

Revisions: June 5, 2017 (original); February 17, 2021

Last Reviewed: March 2022.

References: none.