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DCU People

Leavers Toolkit - Employees leaving at the end of a Fixed‑Term Contract

Line Manager

  • Will be notified of upcoming contract end by DCU People.
  • Confirm last day & entitlements; complete Offboarding Form with employee; submit to askdcupeople@dcu.ie.
  • Ensure annual leave is taken where possible before end date.

People Services

  • Confirm leaver details with People Partners; issue confirmation letter.

Employee

  • Complete DTS Leavers FAQs steps; submit claims in Core Portal within 2 weeks before leaving.
  • Core Portal access for 4 weeks post‑leaving (final payslip).

DTS  

  • Account closure & data deletion as above.

 

  • Offboarding Form: prevents overpayments; initiates HR/Payroll/IT workflows.
  • Annual leave: should be taken during employment; aim to take accrued leave before end date.
  • Handover & assets: manager arranges handover; retrieve laptop, phone, ID, keys, confidential files, passes; record condition.
  • Data & access: review DTS Leavers FAQs; transfer/secure files; accounts close and data deleted at end of last day per Digital Identity Retention Policy.
  • Research Accounts / PI owners: if the leaver is a manager/PI on a Research Account, inform Research Accounts.
  • Immigration / Hosting Agreements: leaving before contract end → IUA portal updated; hosting agreement closed; note work authorisations are non‑transferable.
  • Pensions (Superannuation Scheme): employees may contact pensions@dcu.ie for options; those with <2 years service and not moving to pensionable Public Service may be eligible for refund of pension contributions/ASC to a SEPA bank account.
  • Payroll & claims: submit Part‑Time & Expenses claims on Core Portal within the stated 2‑week window; see Payroll FAQs.
  • Employment confirmation / social welfare queries: contact askdcupeople@dcu.ie.

5) Timeline checklist 

  • 2–4 weeks before leaving
    • Confirm last working day & leave balance.
    • Employee completes DTS leaver steps; submits claims on Core Portal (within 2 weeks before leaving).
    • Manager books exit discussion/asset return.
  • Final week
    • Transfer file ownership, update client/project contacts.
    • Collect assets/ID; set out‑of‑office and comms.
  • Last day
    • Return equipment and access passes; confirm all forms submitted.
    • Accounts close; data deletion per policy.
  • After leaving
    • Employee: Core Portal access for 4 weeks (final payslip).
    • Retirees: access to pension payslips via Core Portal ongoing.

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