Separating & Retiring Employees

Procedures and forms for employees leaving the university are provided below.

The department administrator shall ensure that the employee completes the Employee Separation Form (PR300) to confirm the return of university property and equipment, campus identification card, keys, and the settlement of any outstanding accounts.

Resigning

When resigning from employment with the university, the employee should submit written notification to the department administrator with the reasons and effective date of resignation. Staff employees are expected to provide at least two weeks’ notice and management employees at least two months’ notice. Faculty employees must give a minimum of 3 months' notice of resignation if rank is Assistant Professor or equivalent or 4 months for Associate or Professor ranks or equivalent (reference: Faculty Handbook).

  • Staff - Complete Form HR191: Employee Notice of Resignation [Word] [pdf] rev. 03/10
  • Faculty - Complete Form AP191: Faculty Notice of Resignation [Word] rev. 5/14
  • Complete Form PR300: Employee Separation Form [Word] rev. 2/14
  • Contact a Benefits Analyst at 805-756-5436 for impact on benefits.
  • Academic employees requesting early settlement must also complete Form PR192: Early/Final Settlement Authorization [Word] [pdf]
  • Arrange to Defer Settlement Pay if desired

If you are in the process or have already separated from the University and wish to receive a refund of your retirement contributions on deposit with CalPERS, the CalPERS Refund Election Form must be completed and sent directly to CalPERS for processing. Please read through all information in the form regarding options and possible tax implications

Retiring

When retiring from employment with the university, the employee should submit written notification to the department administrator with the effective date of the retirement. Staff employees are expected to provide at least two weeks’ notice and management employees at least two months’ notice.

FERP Contract Ending

  • Complete Form PR300: Employee Separation Form [Word] rev. 2/14
  • If ending FERP contract early, submit a letter of resignation to your Department Head/Chair.

Temporary Appointment expiring and returning to work at Cal Poly

  • Contact a Benefits Analyst at 805-756-5436 for impact on benefits.
  • Academic employees requesting early settlement must complete Form PR192: Early/Final Settlement Authorization. [Word] [pdf]

Temporary Appointment expiring AND NOT returning to work at Cal Poly

  • Complete Form PR300: Employee Separation Form [Word] rev. 2/14
  • Contact a Benefits Analyst at 805-756-5436 for impact on benefits.
  • Academic employees requesting early settlement must also complete Form PR192: Early/Final Settlement Authorization. [Word] [pdf]

Going to another public employer?

As a member of CalPERS you may be eligible for the benefits of reciprocity. Reciprocity is an agreement among public retirement systems to allow members to move from one public employer to another public employer within a specific time limit without losing valuable retirement and related benefit rights.

Detailed information about establishing reciprocity can be found in the CalPERS publication "When You Change Retirement Systems" (PERS-PUB-16) available online at the CalPERS Forms and Publications Center, or in the Human Resources office.

Deferring Settlement Pay

When you leave employment, you may transfer your separation pay to your 401(k), 457 or 403(b) account(s). Transfer up to the contribution limit to each account, minus what you already contributed for the year. Taxes are deferred until you withdraw the money from your account.

If you separate on or after November 1st, you may transfer your separation pay for the current and following tax year, up to the annual limits.

To make the transfer, you will need to submit a written request to Human Resources at least 30 Calendar days before your final day of employment. Human Resources will coordinate your deferral request with Payroll Services. (You must be enrolled in the deferral account(s) at least one pay period before your separation date.)