Exiting Employees

Prairie View A&M University would like to thank you for your hard work and dedication to the mission of teaching, research and service to its stakeholders. We hope your experience has been a positive contribution to your growth and development. As your employment ends, there are certain actions that must be taken to make your transition a smooth and efficient one. The information below provides a guide as to what actions need to be taken to complete your departure from the University. All faculty, staff and graduate assistants must complete an exit interview with the Office of Human Resources.

  • Clearance Procedure – The purpose of  this University Administrative Procedure (UAP) is to outline the process involved when staff, faculty, and graduate assistants leave employment at the University voluntarily or involuntarily.
  • Exiting Employee Survey – As a separating employee, you have valuable information to provide to the University.  The Institution requests that you complete this anonymous exit survey as your input is key to improving the University’s employment.  The focus of the survey is to learn the reason(s) you chose to leave the University.  Your responses to this survey are confidential and will not become part of your personnel file.
  • Lump Sum Termination Pay – Exiting employees may be paid for any unused vacation and federal compensatory time.

Retirement

Employee Responsibilities

  1. The employee submits a letter of retirement to their immediate supervisor.
  2. The supervisor contacts the Office of Human Resources within one (1) business day to determine the employee’s eligibility for retirement.
  3. If the employee is deemed eligible for retirement by the Office of Human Resources, the supervisor meets with the employee and informs them of their status and confirms the letter is submitted as a letter of “Retirement” and NOT “Resignation”. The supervisor accepts the retirement letter from the employee. The supervisor provides the employee with a letter accepting the notification of retirement within 2 business days.
  4. If the employee is NOT deemed eligible for retirement by the Office of Human Resources, the supervisor meets with the employee and informs them of their status. The employee is given his/her options including continuing to work until they are eligible for retirement or resigning. If the employee decides to resign, the supervisor confirms the letter is submitted as a letter of “Resignation” and NOT “Retirement”. The supervisor provides the employee with a letter accepting the notification of resignation within two (2) business days.
  5. The employee will meet with their immediate supervisor to discuss their last day within the department.
  6. The employee will contact the Office of Human Resources five (5) days prior to their last day to schedule an exit interview.
  7. On the employee’s last day he/she will turn in all keys, uniforms and any other items that belong to the University, to their department.
  8. On the scheduled exit interview date, the employee will come to the Office of Human Resources located in Harrington Science, Room 109 to complete the exiting process.
  9. In the exit interview, the employee will complete the following items:
    • Exit interview questionnaire
    • W-2 forwarding mailing address
    • Choose an option for remaining vacation and sick leave
    • Teachers Retirement Withdrawal Form
    • Cobra information
  10. The employee will be given a copy of the completed Clearance Form with an estimated date of when a letter will be sent to their department regarding Lump Sum Vacation Payment.

Should you have further questions or concerns, please contacclearanceteam@pvamu.edu


Prairie View A&M University does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. Ms. Alexia Taylor, Title IX Coordinator, has been designated to handle inquiries regarding the non-discrimination policies.

Ms. Taylor can be reached at P.O. Box 519; MS 1100 A.I Thomas Bldg. Suite 102 Prairie View, Texas 77446 or by calling 936-261-2123.

For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm `for the address and phone number of the office that serves your area, or call 1-800-421-3481.

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