Offboarding Hub
Use this guide to coordinate a departure or internal transfer as the employee’s direct supervisor.
Contact AAD HR early, confirm the employee’s final AAD workday, and identify whether the person is leaving Virginia Tech or transferring to another university department.
Keep employment details in the private HR channels provided for the situation.
Open the current Virginia Tech supervisor resources and checklist before assigning closeout work.
Set a short coordination plan with the employee and the AAD service owners involved.
The university processing path affects HR transactions, access, property, and continuity. Confirm the destination with AAD HR before treating the departure as a full separation.
Coordinate the separation path with AAD HR and follow the current university supervisor checklist.
Coordinate the internal-transfer path so the sending and receiving units can resolve access, property, leave, and work-transition questions correctly.
Assign a named owner for every relevant AAD closeout area. Each owner confirms what applies before the employee’s final AAD workday.
Employment processing, appointment, leave, benefits routing, and private employee-relations questions.
College devices, accounts, shared resources, email groups, phones, and access coordination.
Purchasing cards, travel or reimbursement items, university property, and recorded equipment ownership or location.
Keys, building access, workspace, parking items, directories, local records, and unit-specific closeout.
Decide what the team must be able to continue after the employee leaves and who will receive each responsibility.
Review active projects, recurring work, deadlines, decisions in progress, and critical contacts with the employee.
Name the receiving owner for each workstream and the approved shared location for its records.
Transfer administration of shared files, calendars, email groups, websites, forms, vendor relationships, and team resources through the responsible service owner.
Plan internal and external transition messages, including who will respond after the employee’s final AAD workday.
Work with the assigned AAD owners to identify what must be returned, transferred, retained for an internal move, or closed.
Make a complete inventory of university equipment, computers, phones, purchasing cards, keys, building access, parking items, and other property connected to the role.
Notify AAD IT and other service owners early enough to protect records and coordinate access changes safely.
Confirm that Fixed Assets, Finance, facilities, and local administration have the information they need for their existing closeout procedures.
Use the official supervisor checklist and the normal university systems for employment, time, leave, purchasing, travel, and reimbursement actions.
Confirm with AAD HR who is responsible for the employment transaction and which date and path apply.
Make sure outstanding time, leave, travel, reimbursement, and purchasing work reaches the responsible approver before the deadline HR or Finance provides.
Review the work handoff, property return, access coordination, transition communications, and remaining questions with the employee before the final AAD workday.
Do not manage disciplinary, involuntary, deceased-employee, legal, or safety situations through a public checklist. Contact AAD HR and the responsible university office privately before taking action.
For disciplinary or involuntary action, work with AAD HR and Employee Relations before finalizing or communicating the decision.
For a deceased employee, contact the HR Service Center so the university’s private process can begin.
For an immediate safety concern, follow emergency guidance and involve the appropriate university public-safety office.
