Offboarding Guidance and Best Practices Lists for Central Employees

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The Offboarding Guidance and Best Practices Lists are designed to empower employees, supervisors, managers, human resources directors, and timekeepers by clarifying their roles in the offboarding process. This initiative fosters transparency and streamlines the execution of essential steps, ensuring everyone is on the same page.

Organized into distinct and easily navigable categories, the Offboarding Guidance and Best Practices Lists allow users to expand or collapse sections effortlessly. Applicable categories are thoughtfully divided by specific responsibilities, making it simple to pinpoint individual roles and areas and contribute to a seamless transition. We added suggested timelines under best practices where applicable.

Elevate your experience by effortlessly copying and pasting text from the relevant categories and action steps into a Word document. This simple yet effective approach will allow you to craft an organized checklist, making it easier to streamline tasks and boost productivity!

Retirement

Action Steps for the Employee

Step 1: Confirm Eligibility

  • Action: Confirm eligibility for retirement with your pension plan.
  • Responsibility: Employee
  • Important Notes: Contact your respective pension system (BERS/NYCERS/TRS) and union if applicable to ensure you are eligible for retirement.
  • Best Practice: Verify your retirement eligibility 6 months before you retire to ensure you have sufficient years of service, meet the age requirements, and understand your entitlements.

Step 2: Review Time Records

  • Action: Ensure that time records are approved.
    • Best Practice: Review your time records before you change divisions within NYCPS/DOE or every couple of years with your Human Resources Director or timekeeper. Review your personnel files, too, with your timekeeper.
  • Documentation: Doctor's notes for an illness lasting more than 3 consecutive days. Carry-over letters for annual leave balances. Managerial titles ensure you have documentation for excused absences, paper time records, and carryover letters that are not stored in CyberShift.
  • Responsibility: Employee, Supervisor/Manager
  • Best Practice: Review time records 6 months before retirement to ensure you receive your maximum entitlement when you retire.

Step 3: Submit Retirement

  • Action: Submit a signed retirement letter to your supervisor and the Human Resources Director/HR Point.
  • Documentation: Letter stating the effective date of retirement. Obtain a receipt from the pension system (BERS/NYCERS/TRS). Contact your pension system about eligibility requirements and pension tiers when filing for retirement.
  • Responsibility: Employee
  • Important Notes: Schedule an appointment with HR Point to discuss any issues.
  • Best Practice: Submitting your retirement letter 30 days in advance ensures that HR and your supervisor can prepare all necessary paperwork, leading to a smoother retirement process.

Step 4: Knowledge Transfer/Transition Plan for Program Offices

  • Action: Complete Knowledge Transfer/Transition Plan for Program Offices.
  • Documentation: Review the items below with the departing employees.
    • A comprehensive list of ongoing tasks, current projects, tips, information, and other open items.
    • Names of critical contacts necessary to complete the employee's work and any external agencies or contacts required to fulfill their duties.
    • List of files or records and emails related to past projects that need to be retained.
    • Important historical/reference documents in their possession.
    • Any other relevant information.
  • Responsibility: Employee, Supervisor/Manager
  • Important Notes: The employee should provide their supervisor with all projects, ongoing tasks, vital contacts, and documents so there is no gap in service when they leave.
  • Best Practice: Begin this process when submitting/receiving the retirement notification.

Step 5: Health Benefits

  • Action: Determine the retiree health benefit that applies to you and complete the Health Benefits Program - Retiree Application.
    • If you do not have enough years of service to qualify for City retiree health benefits, you will need to enroll in COBRA.
    • You qualify for City retiree health benefits.
    • If you are approaching 65 at retirement, you must enroll in Medicare and can use the City plan as a Medicare supplement.
    • Visit HR Connect: Retiree Health Benefits for more information about these options and their associated timeframes.
  • Documentation: Obtain the appropriate supporting documentation as it applies to you.
    • You must supply a copy of your retirement receipt email from your retirement system stating your official retirement date. To submit forms or supporting documents, please use the "Upload Documents" feature (located in the top ribbon of your screen).
  • Responsibility: Employee
  • Important Notes: When the termination action is entered into NYCAPS, a letter from the health benefits carrier should be generated and mailed directly to the employee.
    • Retirees that have a letter from the pension system with their retirement date can apply for retiree health benefits up to 6 weeks before the date.
  • Best Practice: Review your health benefits 6 to 8 weeks before retirement to ensure that you fully understand your eligibility.

Step 6: Update Personal Information

  • Action: Ensure personal information in NYCAPS ESS is up to date.
  • Documentation: Mailing address, email address, phone number.
  • Responsibility: Employee
  • Important Notes: Necessary for receiving accrued time payment. Once your retirement has been processed in NYCAPS, you will no longer have access to NYCAPS ESS.
  • Best Practice: Update your personal information at least 2 weeks in advance to ensure you receive any accrued time payment after you retire.

Step 7: Return Equipment and NYCPS/DOE Property

  • Action: Return all NYCPS/DOE property.
  • Documentation: ID cards, badges, P-Cards, credit cards, keys, phones, iPads, laptops, parking permits, and reasonable accommodation equipment.
  • Responsibility: Employee, Supervisor/Manager
  • Important Notes: All managerial employees must work a full day on their last day of employment with NYCPS/DOE. Although non-managerial employees are not required to work a full day on their last day of employment, it is best practice.
  • Best Practice: Ensure all equipment and items are returned on the last day of employment.

Step 8: Complete Voluntary Exit Survey

  • Action: Complete the voluntary Exit Survey offered by your Human Resources Director/HR Point.
  • Responsibility: Employee, HRD/HR Point
  • Best Practice: Complete the exit survey on or before your last day of employment to provide valuable insights about NYC Public Schools.

Step 9: Non-Managerial Lump Sum Payout and Terminal Leave

  • Action: Review Lump Sum Payout and Terminal Leave sections of the Rules and Regulations for Administrative Employees to understand the policies and process.
  • Responsibility: Employee
  • Important Notes: Terminal leave option available only to non-managerial retiring employees. Managerial employees do not have this option available to them.
  • Best Practice: Review 6 months before retirement.

Step 10: Managerial Lump Sum Payment

Step 11: Ensure Your Timekeeper Has All Necessary Travel Reimbursement and Excused Leave with Pay Documents if Applicable

  • Action: Submit all necessary documentation, see the HR Connect Portal on Travel Reimbursement. Also make sure you have completed any excused leave with pay forms such as the PD19 for administrative staff or other applicable forms.
    • Best Practice: If you attend any NYCPS work-related conferences or conventions, training, etc., please remember to complete the PD19 form and obtain the necessary signatures within a week of returning to work.
  • Documentation: Travel Reimbursement Approval Certification (TRAC) form, PD19 for administrative staff.
  • Responsibility: Managerial Employee Only, Timekeeper
  • Important Notes: You will not receive reimbursement without all the necessary documents.
  • Best Practice: Ensure you have all the necessary documents 6 months before retirement or your lump sum payment could be delayed.

Step 12: Financial Disclosure

  • Action: Submit Financial Disclosure Termination form.
  • Responsibility: Any person who is required to complete a financial disclosure report.
  • Important Notes: Visit the Rules and Regulations for Administrative Staff Financial Disclosure Report page for more information. Contact the Ethics and Conflicts Coordinator (212) 374-0388 at the Office of Legal Services for assistance or visit the Office of Ethics and Conflict of Interest InfoHub page.
    • After the employee has submitted a final report, they must notify the Ethics Coordinator.
    • The managerial lump sum payment will not be released until NYCPS/DOE has confirmation that the Financial Disclosure Termination Report has been filed.

Action Steps for Human Resources Director (HRD)/HR Point

Step 1: Complete Voluntary Exit Survey

  • Action: The HRD offers to provide a voluntary Exit Interview and Survey.
  • Documentation: Exit Survey link on the Central HRD Hub.
  • Responsibility: Employee, HRD/HR Point
  • Best Practice: Complete before the last day of employment.

Step 2: HR Processing

  • Action: The HRD completes OCCCS' NYCAPS H/Z Bank Support form and attaches the retirement letter. OCCCS then enters the appropriate action in NYCAPS. HRDs contact the Office of Supervisory Support Services (OSSS) for CSA employees and pedagogical managers. Central HRDs should contact the Office of Field and Information Services for pedagogical staff.
  • Documentation: OCCCS' NYCAPS H/Z Bank Support form and retirement letter.
  • Responsibility: HRD/HR Point, Timekeeper, DHR OCCCS
  • Best Practice: Process within a week after retirement.

Step 3: Health Benefits

  • Action: Health and welfare benefits will end on the last day of the DOE payroll for most titles. CSA members should check with the Supervisory Support Services team.
  • Responsibility: Human Resources Director enters a qualifying action in NYCAPS.
  • Important Notes: To initiate COBRA coverage, the first step is to ensure that the existing coverage has been terminated. This termination must be recorded in NYCAPS as retirement. The day following the termination of coverage, a COBRA notification letter is generated. The overall process takes approximately 5-10 business days due to the volume generated by NYCAPS and the mailing process from 65 Court Street to 131 Livingston.
  • Best Practice: After the last day of employment.

Step 4: Managerial Lump Sum Payment

Action Steps for Payroll

Step 1: Non-Managerial Lump Sum Payout and Terminal Leave

  • Action: Review Lump Sum Payout and Terminal Leave.
  • Responsibility: Payroll
  • Important Notes: Terminal leave option available only for non-managerial retiring employees.
  • Best Practice: Review within 30 days of receiving from the HRD/HR Point.

Step 2: Managerial Lump Sum Payment

  • Action: Review complete lump sum payment package, coordinate outside agency review or Office of Auditor General (OAG) review, and process the payment if applicable.
  • Responsibility: Payroll
  • Best Practice: Once Payroll receives the completed package, they will review it for accuracy. If discrepancies arise, Payroll consults with the Timekeeper or HRD, which usually takes a minimum of 2 weeks.

After the Payroll review, Payroll submits the package to the Auditor General (OAG) or the NYC Comptroller's Office, where the review typically takes at least 4 months.

In summary, once the package reaches Payroll Administration, the approval process may take 4 to 5 months. Following approval, if payment is via Electronic Funds Transfer (EFT) and the enrollment information is received promptly, it may take an additional 2 to 4 weeks for payment processing.

  • Important Notes: Payroll will process the package only after the appropriate supervisor signs off all documents and the complete package has been received. The Non-Pedagogical Managerial Lump Sum packet is reviewed by the Comptroller's Office. The Pedagogical Managerial Lump Sum packet is reviewed internally by OAG.

Action Steps for the Supervisor/Manager

Step 1: Knowledge Transfer/Transition Plan for Program Offices

  • Action: Complete Knowledge Transfer/Transition Plan for Program Offices.
  • Documentation: Review the items below with the departing employees.
    • A comprehensive list of ongoing tasks, current projects, tips, information, and other open items.
    • Names of critical contacts necessary to complete the employee's work and any external agencies or contacts required to fulfill their duties.
    • List of files or records and emails related to past projects that need to be retained.
    • Important historical/reference documents in their possession.
    • Any other relevant information.
  • Responsibility: Employee, Supervisor/Manager
  • Important Notes: Supervisors should meet regularly with employees until the Knowledge Transfer/Transition Plan for Program Offices is completed.
  • Best Practice: Begin this process immediately after submitting/receiving the retirement notification.

Step 2: Notify Building Manager

  • Action: Inform the building manager of the last workday.
  • Documentation: Email notification.
  • Responsibility: Supervisor/Manager
  • Best Practice: Notify the building manager during the last week of employment.

Step 3: Return Equipment and NYCPS/DOE Property

  • Action: Return all NYCPS/DOE property.
  • Documentation: ID cards, badges, P-Cards, credit cards, keys, phones, iPads, laptops, parking permits, and reasonable accommodation equipment.
  • Responsibility: Employee, Supervisor/Manager
  • Important Notes: All managerial employees must work a full day on their last day of employment with NYCPS/DOE. Although non-managerial employees are not required to work a full day on their last day of employment, it is best practice.
  • Best Practice: Ensure all equipment and items are returned on the last day of employment.

Step 4: System Access Removal

  • Action: Request removal of system access.
  • Documentation: Ensure that the person is removed from your Galaxy Table of Organization. This action will automatically remove access to all NYCPS/DOE systems and NYCAPS.
  • Responsibility: Supervisor/Manager, HRD/HR Point.
  • Important Notes: Immediate removal is recommended for involuntary termination.
  • Best Practice: Check the Galaxy Table of Organization to confirm the person is removed. Do not take any new actions until the employee has completely and officially separated from NYCPS/DOE. This will ensure that the person no longer has unintended access to the NYCPS/DOE systems.

Documentation Descriptions

  • 9909 Form: Time Balances for Management Employee Pay Plan
  • 8635 Form: Leave Usage for Managerial Lump Sum Form
  • PD-19 Form: Application for Excuse of Absence with Pay for Administrative Employees
  • MLS Form: Managerial Lump Sum Payment Plan Options
  • Absence Memorandum: Cover memo to support Supervisor's approval of time
  • Carry Over Letters: Pre-2005/Hard Copy Required - Post-2005/CyberShift Version
  • Statement of Compliance: Generated after the employee completes their Financial Disclosure Form

Important Notes

  • Eligibility Confirmation: Ensure eligibility for retirement with pension plan before submitting the retirement letter.
  • Knowledge Transfer/Transition Plan for Program Offices: A Comprehensive list of tasks, projects, contacts, and historical documents is crucial to support the team and customers after the employee leaves.
  • Health Benefits: COBRA notification should be received within 31 days (about 1 month) of resignation.
  • System Access: Immediate removal is recommended upon termination.
  • Personal Information: Update in NYCAPS Employee Self Service (ESS) to ensure receipt of accrued time payment. NYCAPS ESS allows you to view or change your health benefits, personal information (such as your name, address, emergency contact information, beneficiaries, and phone number), and tax status online.
  • Last Day of Work Rule: All managerial employees must work a full day on their last day of employment with NYCPS/DOE. Although non-managerial employees are not required to work a full day on their last day of employment, it is best practice.

Resignation

Action Steps for the Employee

Step 1: Review Time Records

  • Action: Ensure that time records are approved.
    • Best Practice: Review your time records before you change divisions within NYCPS or every couple of years with your Human Resources Director or timekeeper. Review your personnel files, too, with your timekeeper.
  • Documentation: Doctor's notes for an illness lasting more than 3 consecutive days. Carry-over letters for annual leave balances. Managerial titles ensure you have documentation for excused absences, paper time records, and carryover letters that are not stored in CyberShift.
  • Responsibility: Employee, Supervisor/Manager
  • Best Practice: Review time records 6 months before you resign to ensure you receive any accrued time payment.

Step 2: Submit Resignation Letter

  • Action: Submit a signed resignation letter to your supervisor and the Human Resources Director/HR Point.
  • Documentation: A letter stating the effective date of resignation. Contact your pension system (BERS/NYCERS/TRS) about requirements and pension tiers.
  • Responsibility: Employee
  • Important Notes: Schedule an appointment with HR Point to discuss any issues.
  • Best Practice: Submitting your resignation letter 2 weeks in advance ensures that HR and your supervisor can prepare all necessary paperwork, leading to a smoother resignation process.

Step 3: Knowledge Transfer/Transition Plan for Program Offices

  • Action: Complete Knowledge Transfer/Transition Plan for Program Offices.
  • Documentation: Review the items below.
    • A comprehensive list of ongoing tasks, current projects, tips, information, and other open items.
    • Names of critical contacts necessary to complete the employee's work and any external agencies or contacts required to fulfill their duties.
    • List of files or records and emails related to past projects that need to be retained.
    • Important historical/reference documents in their possession.
    • Any other relevant information.
  • Responsibility: Employee, Supervisor/Manager
  • Important Notes: The employee should provide their supervisor with all projects, ongoing tasks, vital contacts, and documents so there is no gap in service when they leave.
  • Best Practice: Begin this process when submitting/receiving the resignation notification.

Step 4: Health Benefits

  • Action: Visit HR Connect: Retiree Health Benefits for more information.
  • Responsibility: Employee
  • Important Notes: When the termination action is entered into NYCAPS, a letter from the health benefits carrier should be generated and mailed directly to the employee.
  • Best Practice: Review the termination of benefits to ensure you understand all your options.

Step 5: Update Personal Information

  • Action: Ensure personal information in NYCAPS ESS is up to date.
  • Documentation: Mailing address, email address, phone number.
  • Responsibility: Employee
  • Important Notes: Necessary for receiving accrued time payment. Once your resignation has been processed in NYCAPS, you will no longer have access to NYCAPS ESS.
  • Best Practice: Update your personal information at least two weeks in advance to ensure you receive any accrued time payment after you resign.

Step 6: Return Equipment and NYCPS/DOE Property

  • Action: Return all NYCPS/DOE property.
  • Documentation: ID cards, badges, P-Cards, credit cards, keys, phones, iPads, laptops, parking permits, and reasonable accommodation equipment.
  • Responsibility: Employee, Supervisor/Manager
  • Important Notes: All managerial employees must work a full day on their last day of employment with NYCPS/DOE. Although non-managerial employees are not required to work a full day on their last day of employment, it is best practice.
  • Best Practice: Ensure all equipment and items are returned on the last day of employment.

Step 7: Complete Voluntary Exit Survey

  • Action: Complete the voluntary online Exit Survey that your Human Resources/HR Point provides.
  • Responsibility: Employee, HRD/HR Point
  • Best Practice: Complete the exit survey on or before your last day of employment to provide valuable insights about NYC Public Schools.

Step 8: Managerial Lump Sum Payment

Step 9: Ensure Your Timekeeper Has All Necessary Travel Reimbursement and Excused Leave with Pay Documents if Applicable

Step 10: Financial Disclosure

  • Action: Submit Financial Disclosure Termination form.
  • Responsibility: Any person who is required to complete a financial disclosure report.
  • Important Notes: Visit the Rules and Regulations for Administrative Staff Financial Disclosure Report page for more information. Contact the Ethics and Conflicts Coordinator (212) 374-0388 at the Office of Legal Services for assistance or visit the Office of Ethics and Conflict of Interest InfoHub page.
    • After the employee has submitted a final report, they must notify the Ethics Coordinator.
    • The managerial lump sum payment will not be released until NYCPS/DOE has confirmation that the Financial Disclosure Termination Report has been filed.

Action Steps for Human Resources Director (HRD)/HR Point

Step 1: Complete Voluntary Exit Survey

  • Action: The HRD offers to provide a voluntary Exit Interview and Survey.
  • Documentation: Exit Survey link on the Central HRD Hub.
  • Responsibility: Employee, HRD/HR Point
  • Best Practice: Complete before the last day of employment.

Step 2: HR Processing

  • Action: The HRD completes OCCCS' NYCAPS H/Z Bank Support form and attaches the retirement letter. OCCCS/Civil Service Management Unit (CSMU) then enters the appropriate action in NYCAPS. HRDs contact the Office of Supervisory Support Services (OSSS) for CSA employees and pedagogical managers. Central HRDs should contact the Office of Field and Information Services for pedagogical staff.
  • Documentation: OCCCS' NYCAPS H/Z Bank Support form and resignation letter.
  • Responsibility: HRD/HR Point, Timekeeper, DHR OCCCS/Civil Service Management Unit (CSMU)
  • Best Practice: Process within a week after resignation.

Step 3: Health Benefits

  • Action: Health and welfare benefits will end on the last day of the NYCPS/DOE payroll for most titles. CSA members should check with the Supervisory Support Services team.
  • Responsibility: Human Resources Director enters a qualifying action in NYCAPS.
  • Important Notes: To initiate COBRA coverage, the first step is to ensure that the existing coverage has been terminated. This termination must be recorded in NYCAPS as retirement. The day following the termination of coverage, a COBRA notification letter is generated. The overall process takes approximately 5-10 business days due to the volume generated by NYCAPS and the mailing process from 65 Court Street to 131 Livingston.
  • Best Practice: After the last day of employment.

Step 4: Managerial Lump Sum Payment

Action Steps for Payroll

Step 1: Managerial Lump Sum Payment

  • Action: Review complete lump sum payment package, coordinate outside agency review or Office of Auditor General (OAG) review, and process the payment if applicable.
  • Responsibility: Payroll
  • Best Practice: Once Payroll receives the completed package, they will review it for accuracy. If discrepancies arise, Payroll consults with the Timekeeper or HRD, which usually takes a minimum of 2 weeks.

After the Payroll review, Payroll submits the package to the Auditor General (OAG) or the NYC Comptroller's Office, where the review typically takes at least 4 months.

In summary, once the package reaches Payroll Administration, the approval process may take 4 to 5 months. Following approval, if payment is via Electronic Funds Transfer (EFT) and the enrollment information is received promptly, it may take an additional 2 to 4 weeks for payment processing.

  • Important Notes: Payroll will process the package only after the appropriate supervisor signs off all documents and the complete package has been received. The Non-Pedagogical Managerial Lump Sum packet is reviewed by the Comptroller's Office. The Pedagogical Managerial Lump Sum packet is reviewed internally by OAG.

Action Steps for the Supervisor/Manager

Step 1: Knowledge Transfer/Transition Plan for Program Offices

  • Action: Complete Knowledge Transfer/Transition Plan for Program Offices.
  • Documentation: Review the items below with the departing employees.
    • A comprehensive list of ongoing tasks, current projects, tips, information, and other open items.
    • Names of critical contacts necessary to complete the employee's work and any external agencies or contacts required to fulfill their duties.
    • List of files or records and emails related to past projects that need to be retained.
    • Important historical/reference documents in their possession.
    • Any other relevant information.
  • Responsibility: Employee, Supervisor/Manager
  • Important Notes: Supervisors should meet regularly with employees until the Knowledge Transfer/Transition Plan for Program Offices is completed.
  • Best Practice: Begin this process immediately after submitting/receiving the resignation notification.

Step 2: Notify Building Manager

  • Action: Inform the building manager of the last workday.
  • Documentation: Email notification.
  • Responsibility: Supervisor/Manager
  • Best Practice: Notify the building manager during the last week of employment.

Step 3: Return Equipment and NYCPS/DOE Property

  • Action: Return all NYCPS/DOE property.
  • Documentation: ID cards, badges, P-Cards, credit cards, keys, phones, iPads, laptops, parking permits, and reasonable accommodation equipment.
  • Responsibility: Employee, Supervisor/Manager
  • Important Notes: All managerial employees must work a full day on their last day of employment with NYCPS/DOE. Although non-managerial employees are not required to work a full day on their last day of employment, it is best practice.
  • Best Practice: Ensure all equipment and items are returned on the last day of employment.

Step 4: System Access Removal

  • Action: Request removal of system access.
  • Documentation: Ensure that the person is removed from your Galaxy Table of Organization. This action will automatically remove access to all NYCPS/DOE systems and NYCAPS.
  • Responsibility: Supervisor/Manager, HRD/HR Point.
  • Important Notes: Immediate removal is recommended for involuntary termination.
  • Best Practice: Remove the person immediately from your Galaxy Table of Organization after the last day of employment. 

Documentation Descriptions

  • 9909 Form: Time Balances for Management Employee Pay Plan
  • 8635 Form: Leave Usage for Managerial Lump Sum Form
  • PD-19 Form: Application for Excuse of Absence with Pay for Administrative Employees
  • MLS Form: Managerial Lump Sum Payment Plan Options
  • Absence Memorandum: Cover memo to support Supervisor's approval of time
  • Carry Over Letters: Pre-2005/Hard Copy Required - Post-2005/CyberShift Version
  • Statement of Compliance: Generated after the employee completes their Financial Disclosure Form

Important Notes

  • Eligibility Confirmation: Ensure eligibility for retirement with pension plan before submitting the retirement letter.
  • Knowledge Transfer/Transition Plan for Program Offices: A Comprehensive list of tasks, projects, contacts, and historical documents is crucial to support the team and customers after the employee leaves.
  • Health Benefits: COBRA notification should be received within 31 days (about 1 month) of resignation.
  • System Access: Immediate removal is recommended upon termination.
  • Personal Information: Update in NYCAPS ESS to ensure receipt of accrued time payment.
  • Last Day of Work Rule: All managerial employees must work a full day on their last day of employment with NYCPS/DOE. Although non-managerial employees are not required to work a full day on their last day of employment, it is best practice.

Improper Separations and Special Resignations

Improper Separation Due to Incorrect Termination Date

  • Correction Process:
    • Action: Obtain a newly funded job ID in Galaxy (school budgeting system).
    • Steps: Complete the rehire transaction. Then, ask OCCCS/CSMU to process the correct termination date.

Resignation in Lieu of Termination (All Non-Union Titles)

  • Criteria:
    • Action: Progressive discipline must be followed.
    • Condition: Termination is pending, with documentation.
  • Steps:
    • Employee Action: Submit a letter of resignation to avoid termination.
    • HR Director Action: Use code if the above criteria are met.

Internal Transfer

Action Steps for the Employee

Step 1: Notification

  • Documentation/Action: Email your supervisor/manager notifying them immediately after you have accepted the position. The employees must specify that they are transferring to a new position still within the NYCPS/DOE.
  • Responsibility: Employee

Step 2: Knowledge Transfer

  • Documentation/Action: Employees should complete a Knowledge Transfer/Transition Plan for Program Offices when informing their supervisor of their departure. This should include:
    • A comprehensive list of ongoing tasks, current projects, tips, information, and other open items.
    • Names of critical contacts necessary to complete the employee's work and any external agencies or contacts required to fulfill their duties.
    • List of files or records related to past projects that need to be retained.
    • Important historical/reference documents in their possession.
    • Any other relevant information.
  • Responsibility: Employee, Supervisor
  • Important Notes: Supervisors should meet regularly with departing employees to discuss the Knowledge Transfer/Transition Plan for Program Offices.

Step 3: Review Time Records

  • Action: Ensure that time records are approved.
    • Best Practice: Review your time records before you change divisions within NYCPS/DOE or every couple of years. Review your personnel files, too.
    • o Employees should print recent pay stubs before changing banks.
  • Documentation: Doctor's notes for illness that lasts for more than three consecutive days, carry-over letters for annual leave balances.
  • Responsibility: Employee, Supervisor/Manager

Action Steps for the Supervisor/Manager

Step 1: Knowledge Transfer/Transition Plan for Program Offices

  • Documentation/Action: Employees should complete a Knowledge Transfer/Transition Plan for Program Offices when informing their supervisor of their departure. This should include:
    • A comprehensive list of ongoing tasks, current projects, tips, information, and other open items.
    • Names of critical contacts necessary to complete the employee's work and any external agencies or contacts required to fulfill their duties.
    • List of files or records related to past projects that need to be retained.
    • Important historical/reference documents in their possession.
    • Any other relevant information.
  • Responsibility: Employee, Supervisor
  • Important Notes: Supervisors should meet regularly with departing employees to discuss the Knowledge Transfer/Transition Plan for Program Offices.

Step 2: Review Time Records

  • Action: Ensure that time records are approved.
    • Best Practice: Review your time records before you change divisions within NYCPS/DOE or every couple of years. Review your personnel files, too.
  • Documentation: Doctor's notes for illness that lasts for more than three consecutive days, carry-over letters for annual leave balances.
  • Responsibility: Employee, Supervisor/Manager

Action Steps for the HRD/HR Point

Step 1: Notification

  • Documentation/Action: Email the supervisor/manager and DHR (OCCCS or Supervisory Support Services), notifying them of the employee's new position and effective date within NYCPS/DOE. The employees must specify that they are transferring to a new position still within the NYCPS/DOE.
  • Responsibility: HRD/HR Point
  • Important Notes: Ensure no termination code is entered into the system if the transfer is internal and not a resignation.

Step 2: Coordination

  • Documentation/Action: Based on a mutually agreed-upon date by the current and new supervisors, the HRD from the employee's current office coordinates the transfer with the HRD for the employee's new office in the respective systems.
  • Responsibility: HRD/HR Point
  • Important Notes:
    • Transfer requires separating service from one NYCPS/DOE title and being staffed in the new NYCPS title the next business day.
    • Service with NYCPS/DOE remains active throughout the change.
    • If the transfer requires a change in the employee's payroll bank, the employee must re-apply for all payroll benefits, including EFT direct deposit, and resubmit all tax withholdings.

Transfer to Another Agency

Action Steps for the Employee

Step 1: Approval of Time Records

  • Documentation/Action: Ensure supervisor or manager has approved and time records up to the last day at your current division. Submit doctor's notes for illness lasting more than 3 consecutive days and carry-over letters for annual leave balances exceeding 2 years of leave accruals.
    • Best Practice: Review your time records before you change divisions within NYCPS/DOE or every couple of years with your Human Resources Director and timekeeper. Review your personnel files too with your timekeeper.
  • Responsibility: Employee, Supervisor/Manager
  • Best Practice: Before the last day of employment.

Step 2: Knowledge Transfer

  • Documentation/Action: Complete a Knowledge Transfer/Transition Plan for Program Offices. Review the items below.
    • A comprehensive list of ongoing tasks, current projects, tips, information, and other open items.
    • Names of critical contacts necessary to complete the employee's work and any external agencies or contacts required to fulfill their duties.
    • List of files or records and emails related to past projects that need to be retained.
    • Important historical/reference documents in their possession.
    • Any other relevant information.
  • Responsibility: Employee, Supervisor/Manager
  • Best Practice: Start this process as soon as you have informed your supervisor of your departure date.

Step 3: Health Benefits and COBRA Notification

  • Documentation/Action: If transferring to another agency, confirm benefits eligibility at your new agency with your HRD/HR Point.
  • Responsibility: Employee
  • Best Practices: Within 31 days (about 1 month) of resignation
  • Important Notes: Benefits only continue without breaks if the employee is transferring to another mayoral agency or certain non-mayoral or quasi-City agencies.

Step 4: Return of Equipment and DOE Property

  • Documentation/Action: Return all equipment and NYCPS/DOE property assigned, such as ID cards, badges, P-Cards, credit cards, keys, phones, iPads, laptops, parking permits, and any reasonable accommodation equipment.
  • Responsibility: Employee, Supervisor/Manager
  • Best Practices: Before the last day of employment.

Step 5: Update Personal Information in NYCAPS ESS

  • Documentation/Action: Ensure personal information in NYCAPS Employee Self-Service (ESS) is up to date, including mailing address, email address, and phone number.
  • Responsibility: Employee
  • Best Practices: Before the last day of employment.

Action Steps for DHR Office of Classification, Compensation and Civil Service (OCCCS)

Step 1: DP 2001 Completion

  • Documentation/Action: After an employee has started with a new agency, the receiving agency will contact DHR to obtain DP-2001.
  • Responsibility: Receiving Agency, DHR/OCCCS/Civil Service Management Unit (CSMU)
  • Important Notes: The receiving agency sends a memo to DHR notifying them that the employee has been hired and requests an effective date.

Action Steps for the Supervisor/Manager

Step 1: Notification to Building Manager

  • Documentation/Action: Email the building manager informing them of the last workday.
  • Responsibility: Supervisor
  • Best Practices: Before the last day of employment.

Step 2: Return of Equipment and NYCAPS/DOE Property

  • Documentation/Action: Return all equipment and NYCPS/DOE property assigned, such as ID cards, badges, P-Cards, credit cards, keys, phones, iPads, laptops, parking permits, and any reasonable accommodation equipment.
  • Responsibility: Employee, Supervisor/Manager
  • Best Practices: Before the last day of employment.

Step 3: Removal of System Access

  • Documentation/Action: Ensure that the person is removed from your Galaxy Table of Organization. This action will automatically remove access to all NYCPS/DOE systems and NYCAPS.  
  • Responsibility: Supervisor/Manager
  • Best Practice: Check the Galaxy Table of Organization to confirm the person has been removed.

Probationary Discontinuance of Civil Service New Hire

Supervisor/Manager Action Steps

Step 1: Contact Employee Relations

  • Action: If a supervisor wants to terminate an employee before the end of their probation period, they must contact Employee Relations and the Civil Service Management Unit (for UFT managers, non-represented managers, and OJs). Contact CSMU for all potential new hires who may be placed on permanent probationary status. 
  • Responsibility: Supervisor/Manager
  • Best Practices: As soon as the decision to terminate is made.

Step 2: Notify Building Manager

  • Action: Email the building manager informing them of the person's last workday.
  • Responsibility: Supervisor/Manager

Step 3: Return Equipment and NYCPS/DOE Property

  • Action: Return all NYCPS/DOE property, such as ID cards, badges, P-Cards, credit cards, keys, phones, iPads, laptops, parking permits, and any reasonable accommodation equipment.
  • Responsibility: Supervisor/Manager, Employee
  • Best Practices: On the last workday.

Step 4: Remove System Access

  • Action: Ensure that the person is removed from your Galaxy Table of Organization. This action will automatically remove access to all NYCPS/DOE systems and NYCAPS.
  • Responsibility: Supervisor/Manager
  • Best Practices: Check the Galaxy Table of Organization to confirm the person is removed.

Employee Actions Steps

Step 1: Submit Financial Disclosure Form

  • Action: Employees with managerial titles who submitted a Financial Disclosure Report must submit a Financial Disclosure Termination Report. For additional information and answers to specific questions, contact the DOE Ethics Officer. 
  • Responsibility: Any employee who was required to complete a financial disclosure form.
  • Best Practice: Within 1 week of termination decision.

Step 2: Update Personal Information

  • Action: Ensure personal information in NYCAPS Employee Self-Service (ESS) is up to date, including mailing address, email address, and phone number.
  • Responsibility: Employee
  • Best Practices: This must be done before the termination action is entered into NYCAPS. Otherwise, the employee will not be able to make any entries in NYCAPS ESS.

Step 3: Return Equipment and NYCPS/DOE Property

  • Action: Return all NYCPS/DOE property, such as ID cards, badges, P-Cards, credit cards, keys, phones, iPads, laptops, parking permits, and any reasonable accommodation equipment.
  • Responsibility: Supervisor/Manager, Employee
  • Best Practices: Ensure all equipment and items are returned on the last day of employment.  

Human Resources Director/HR Point Actions Steps

Step 1: Health and Welfare Benefits

  • Action: Health and welfare benefits will end on the last day of the DOE payroll for most titles. COBRA forms are generated and mailed by the health benefits carriers automatically after the qualifying action is entered in NYCAPS.
  • Responsibility: Human Resources Director enters a qualifying action in NYCAPS.
  • Best Practices: After the last day of employment.

Important Notes

  • Probationary Termination - Civil Service Titles Only
    • Can be done with one single letter and must be done during the probationary period.
    • Must consult with DHR OCCCS/Civil Service Management Unit (CSMU).

Termination for Cause

Termination for Cause - All Non-Competitive Employees, Exempt, and Provisionals

  • Step 1: Progressive discipline or substantiated report.
    • Documentation/Action: Requires progressive discipline or a substantiated report.
    • Responsibility: Supervisor/Manager, HRD/HR Point, DHR (OCCCS or OSSS), Timekeeper
    • Important Notes: This should be done with support from Employee Relations or Senior Field Counsel.

Termination after 3020-a - Tenured Pedagogues Only

  • Step 1: Charges filed by the Administrative Trials Unit (ATU)
    • Documentation/Action: Only be done after charges are filed by the ATU.
    • Responsibility: Supervisor/Manager, HRD/HR Point, DHR (OCCCS or OSSS), Timekeeper
    • Important Notes: You must consult with ATU before starting any process.

Termination after Section 75 - Permanent Civil Service Only

  • Step 1: Charges filed by the Administrative Trials Unit (ATU)
    • Documentation/Action: Termination can only be done after the ATU files charges, and the trial outcome is known.
    • Responsibility: Supervisor/Manager, HRD/HR Point, DHR (OCCCS or OSSS), Timekeeper
    • Important Notes: You must consult with ATU before starting any process.

Job Abandonment

Action Steps

Step 1: Initial Action

  • Action: If a central employee takes leave without prior approval for 2 weeks, central staff should contact Employee Relations. Field staff should contact their Senior Field Counsel.
  • Responsibility: Supervisor/Manager
  • Best Practices: Within 2 weeks of unauthorized leave.

Step 2: Absence for 20 Consecutive Workdays

  • Action: If an employee is absent for 20 consecutive workdays without communication, they may be considered to have voluntarily resigned. The supervisor/manager should contact their Human Resources Director/HR Point and Employee Relations, or their respective Senior Field Counsel.
  • Responsibility: Supervisor/Manager
  • Best Practices: After 20 consecutive workdays of absence.

Step 3: Investigation and Unauthorized Leave

  • Action: While the issue is being investigated, request the timekeeper/HRD to place the person on unauthorized leave in NYCAPS.
  • Responsibility: Supervisor/Manager
  • Best Practices: Immediately after determining the employee's absence for 20 consecutive workdays.

Important Notes

  • Job Abandonment - All Titles
    • A 10/20 letter is required before termination.
    • This should be done with support from Employee Relations or Senior Field Counsel.

Deceased Employee

Action Steps

Step 1: Reporting the Death

  • Action: Report the death to settle the employee's affairs. Survivor/family of the deceased employee should reach out to the pension system/union or welfare fund. Additionally, provide essential information to the family of the deceased or survivor from the HR Connect Portal by searching for "Reporting the Death of an Employee.”
  • Documentation: Proof of eligibility (e.g., death certificate, designation of beneficiary).
  • Responsibility: Survivor of Deceased Employee, Timekeeper, Supervisor/Manager, DHR (OCCCS or OSSS)
  • Best Practices: As soon as possible after the death.

Step 2: Contact Payroll Secretary/Timekeeper or Supervisor

  • Action: Start the process by contacting the payroll secretary/timekeeper or supervisor.
  • Responsibility: Survivor of Deceased Employee
  • Best Practices: Within 1 week of reporting the death.

Step 3: Submit Required Documents

  • Action: Submit the following documents to OCCCS/CSMU via the NYCAPS Support Request Form for administrative staff or contact the Office of Supervisory Support Services for CSA staff and pedagogical managers:
    • Certified copy of the Certificate of Death
    • Confirmation of Designation of Beneficiary
    • Confirmation of current annual and compensatory balance
    • Carryover letter (if applicable)
    • Completed W-9 Form by the beneficiary
    • Marriage Certificate (if the beneficiary is the spouse)
    • Birth Certificate (if the beneficiary is a child of the deceased)
  • Responsibility: Survivor of Deceased Employee
  • Best Practices: Within 2 weeks of contacting the payroll secretary/timekeeper or supervisor.

Step 4: Submission to the Finance Division and Comptroller's Office

  • Action: Submit all required documents to the Finance Division, which will then submit them to the Comptroller's Office.
  • Responsibility: DHR (OCCCS or OSSS)
  • Best Practices: Process as soon as possible after receiving all the required documents.

Step 5: Termination Code Entry

  • Action: Enter the applicable termination code in the system. DKL is for only for pedagogues while DEA-Death is for the non-pedagogical population.
  • Responsibility: DHR Office of Classification, Compensation and Civil Service (OCCCS) for (Administrative Staff) or Office of Supervisory Support Services for CSA staff and pedagogical managers.
  • Best Practices: After receiving the death certificate.

Step 6: Payment of Benefits

  • Action: Process the payment of accrued annual leave, compensatory time, and/or sick leave (for managerial employees).
  • Responsibility: Payroll, Timekeeper, Supervisor/Manager, DHR
  • Best Practices: Process as soon as possible after receiving all the required documents.

Important Notes

  • The last date of service should be the day of death to ensure full access to health care on the day of death.
  • Non-manager beneficiaries are paid out for accrued annual leave and compensatory time only; sick time is lost upon death.
  • Individuals listed in the ESS Designation of Beneficiary form may receive a managerial (both administrative and pedagogical) lump sum payment.
  • Individuals listed in the ESS Designation of Beneficiary form may receive a cash benefit for unused leave and a death benefit if the death resulted from an injury during employment.