Employee Separation Clearance Process

Clearance, Final Pay, and Transition Resources

If you are separating from SF State, please follow the steps below to ensure a smooth transition. All employees are required to return applicable items listed on the Clearance Checklist before separation. If you have any questions or need assistance, please contact us to schedule an appointment (Zoom, Teams, or in person).

📌 General Contacts

  • Final Pay Inquiries: Contact your department’s HR Payroll Representative
  • Checklist Questions: Email ninapan5@sfsu.edu
  • Office Hours: Monday–Friday, 8:00 AM–5:00 PM
  • Location: Administration Building, 2nd Floor, Room 252
  • Mailing Address:
    Attn: Payroll 
    San Francisco State University
    1600 Holloway Ave, ADM 252
    San Francisco, CA 94132

 

✅ What to do before your departure:

  • Download and complete the attached Clearance Checklist Form with your department.
  • You are responsible for returning all applicable items listed on the checklist before your last day.
  • If you do not have items to return, mark “No” or “N/A” and sign the form.
  • Email the completed checklist to ninapan5@sfsu.edu, copy payroll@sfsu.edu or deliver it in person to ADM 252.

     Bring these to HR (ADM 252):

  • Completed Clearance Checklist Form
  • SF State ID card
  • Copy of your key return receipt
  • Duo Token (if not already returned to ITS)

     If mailing items, send them or have your department deliver them to the address listed above.

 

🔐 Return of Items (Checklist Contents)

As listed on the Clearance Checklist, you may be responsible for returning:

Keys and Access Cards

  • Return to Facilities Services, Corp Yard 102 (HR does not accept keys)
    • Attach key return receipt to your checklist and give a copy to your supervisor
  • Leave desk and cabinet keys with your department

University-Issued Items

  • Laptop and Duo Token
    • A&F or SAEM employees: return to ITS (LIB 360E)
    • All others: return to Academic Technology (LIB 80)
  • Cell phones and special equipment (e.g., from DPRC or worker’s comp): return to your department

Procurement & Travel Cards

Parking & Commuter Benefits

 

📍  Update Personal Information

             Navigation: HR Self Service → My Personal Information → My Home Address

 

Absences and Time Entry

To ensure your final payment is calculated accurately and issued on time, all time entries and absence reporting must be completed and approved at least one week prior to your separation effective date.

  • Enter all absences into SF State Gateway through your last day on pay status on Report and View Absences
  • Notify your supervisor immediately to review and approve your entries.
  • Faculty do not need to enter anything if no leave was taken.

Donating Leave

 

Final Pay and Savings Plus Deferral

You may be eligible to defer your lump sum vacation or final settlement pay into a Savings Plus 401(k) or 457(b) account.

Requirements

  • You must be separating from CSU employment
  • You must have an active account in the payroll system
  • Submit the deferral form at least 15 business days before separation

How to Submit

  1. Choose Full or Custom deferral
  2. Verify you won’t exceed IRS contribution limits
  3. Complete the Lump Sum Deferral Form via DocuSign
  4. Attach approval letter if using Traditional Catch-Up
  5. Add your Payroll Representative as a signer

🔗 www.savingsplusnow.com | 📞 1-855-616-4776

⚠️ Elections are irrevocable once submitted.

 

Paystub and W-2 Access

 

Retirement and Benefits

 

Employee Emeritus Program

Faculty with Emeriti (Emerita/Emeritus/Emeritx) status 

 

Transferring to Another CSU, UC, or State Agency

If you're moving to another California State Agency or a University of California, you may be eligible to establish CalPERS retirement reciprocity. This ensures your service credit is preserved across systems.

✅ To Establish Reciprocity:

For CalPERS

  • Download and complete page 15 of the  When You Change Retirement Systems (PUB 16)
    “Confirmation of Intent to Establish Reciprocity When Changing Retirement Systems”
  • Sign with original signature and mail to CalPERS at the address listed on the form.

For UC 

  • Download and complete page 7 of the UBEN 157 form on CalPERS & UCRP Reciprocity
    “Election of Reciprocity”
  • Sign with original signature and mail to UC RASC at the address on the form.

CalPERS Contributions

💬 For questions about your CalPERS contributions, visit www.calpers.ca.gov

 

📝 Miscellaneous