Offboarding

MaPS and Support Staff

Working with your manager and/or a designated contact in your department, follow the steps outlined below to ensure your exit/transfer runs smoothly. Be aware that when leaving the University your IT access will end as of your last day. Certain tasks, such as submitting your timesheet, must be done on or before your last day.

Not all steps will apply to all staff members — complete only if applicable.

Preparing for Your Exit

Employees should provide a written resignation/retirement/transfer letter to their Reports to Manager which includes their last anticipated day of work.

There are important distinctions between the types of exits:

  • Resignation - employee is leaving the university
  • Transfer - employee transferring to another role within the university
  • Retirement - employee is leaving the university and is eligible to draw a pension benefit; letter should be provided to manager approx. 4 months prior to chosen retirement date

A letter is not required for temporary employees (including Fixed Term) whose appointments are ending on their expected end date.

For those who are benefit eligible, information on the termination of benefits coverage, benefit claims submission after termination, as well as information regarding your pension contributions (if applicable) can be found on the applicable links below:

  • Support Staff (AUPE) - Under Life Events see the Benefits and Pension at Termination of Employment section.
  • Management & Professional Staff (MaPS) - Under Life Events see the Benefits and Pension at Termination of Employment section.
  • Postdoc - See the Leaving the university page.

You are invited to take a few moments prior to your departure to complete the University of Calgary Employee Exit Survey. This survey was designed to help the university understand where it can improve or develop to increase staff and faculty satisfaction. An invitation to complete this survey will also be emailed to you once your exit is processed by HR.

Ensure all outstanding expenses have been submitted prior to your last day. Also, if you had submitted any outstanding expense advances, ensure they have been paid back.

Connect with your Manager

The following activities are typically completed just prior to your departure.

If you hold a University of Calgary Corporate Credit Card (PCard or T&E Card), ensure you cancel the card(s) prior to your last day and provide the cancelled card(s) to your manager. 

To cancel submit a Corporate Card Maintenance Request form signed by you the cardholder, to finance@ucalgary.ca to ensure proper cancellation of the card(s).

Ensure you submit any last hours in your timesheet for your Manager to review and approve before your final pay is processed.

Return all equipment and/or software (e.g. cell phone, computer and peripherals, tools, research equipment, etc.) to your manager.

Also, ensure you return any rental equipment or library resources on loan from university service providers

On your last day, return your SecurID (if applicable) and all keys/swipe access cards (including office, lab, filing cabinet, building access cards, electronic access cards, etc.) to your manager. Also, provide all remaining business cards to your manager.

If you are leaving the university, you should also return your employee ID card (Unicard) to your manager.

For Staff Members Leaving the University

The following section applies to those who will not be maintaining a working relationship with the university (examples of ongoing working relationships include Term Certain or Retired Short Term appointments).

If you were provided with relocation reimbursement and you are leaving the university prior to your return-in-service commitment being met, you will be required to refund the remaining portion. See the Relocation Expenses - Operating Standards and Practices (section 4.7 – 4.9) for additional details.

Human Resources will be in contact with you to indicate the amount owing and discuss repayment options.

For UCalgary Campus Parking - If you have a parking permit, return it to Parking Services in a timely manner. Permit holders can expect to be charged as follows:

  • By the 3rd day of the month: No charge for that month
  • Between the 3rd and the 15th day of the month: Charged for half the month
  • Between the 16th and the end of the month: Charged for the full months.

For parking at Foothills (Alberta Health Services) - please contact parkingcalgary@albertahealthservices.ca to arrange cancelation or changes to your parking

Ensure your mailing address is up-to-date. Accurate contact information will ensure that final pay advices and tax receipts are directed to your correct address after departure. To verify and update your personal information, including home address and phone number:

  • log in to the myUCalgary portal
  • select All about me
  • all personal info can be updated under My info

Ensure the banking information you provided in your Direct Deposit Information will be valid for a minimum of 30 days after you leave the university. Expense reimbursements or vacation payouts may not be processed until after your last day of work. To ensure you receive these payments in a timely manner, it is recommended that you keep your bank accounts open until you have received all final monies owed by the university.

Ensure you print off any required pay statements or tax receipts for your personal records.  If you have any personal emails in your email account, please export these before your termination date.  Access to this information will not be available after your termination date.

If you would like your manager or a colleague to provide a written or verbal reference, ensure you complete the Reference Consent Form for Employees found on the University Legal Services webpage.

Support Staff

If you currently participate in the Public Service Pension Plan (PSPP), Alberta Pensions Services Corporation will provide a termination options package and send it directly to your home address within 8 weeks after your last day of employment. Ensure that your current address is provided on PeopleSoft.

If you have previous service in the Universities Academic Pension Plan (UAPP), i.e. Combined Pensionable Service, the UAPP Administration Centre will provide a termination options package and send it directly to your home address within 8 weeks after your last day of employment. Ensure that your current address is provided on PeopleSoft.

MaPS Staff

If you currently participate in the Universities Academic Pension Plan (UAPP), the UAPP Administration Centre will provide a termination options package and send it directly to your home address within 8 weeks after your last day of employment. Ensure that your current address is provided on PeopleSoft.

If you have previous service in the Public Service Pension Plan (PSPP), i.e. Combined Pensionable Service, Alberta Pensions Services Corporation will provide a termination options package and send it directly to your home address within 8 weeks after your last day of employment. Ensure that your current address is provided on PeopleSoft.

If applicable, you can apply for a alumni email account.   Staff are not eligible to keep their @ucalgary.ca account after termination regardless of former student or alumni status. 

For Retiring Staff Members

Several months in advance of your retirement date, review the information provided in the resources below to understand the retirement process and required timing.

If you have any questions regarding your pension, please contact totalrewards@ucalgary.ca.

When planning for retirement, a retirement date should not be artificially extended through the use of vacation or CTO time. The last day an employee actually works is the most appropriate end date for employment.

The university does not provide post-retirement benefits. You can arrange for individual benefits by contacting any insurance provider such as Alberta Blue Cross, Manulife, or the Alberta Retired Teachers' Association directly.

See the links below for some additional retirement information and resources by staff group:

Support Staff Retirement Resources:

Management and Professional Staff (MaPS) Retirement Resources:

Shortly after retirement, the Unicard Office (Main Campus in the Dining Centre, Room 18) can provide you with a Retired ID Card. This card can be used to access retiree benefits outlined in the Retirement Booklets linked below: