Offboarding Policy
Introduction
The University is committed to supporting employees through all career transitions, including the final stages of employment. This policy provides a clear framework for managing the offboarding process for staff who are resigning or whose fixed-term contracts are ending. It defines the roles and responsibilities of employees, managers, DCU People, and the payroll department to ensure a smooth and efficient transition for all parties.
Purpose
This policy is intended to provide a clear and efficient framework for managing employee cessations, ensuring timely and accurate administration to prevent overpayments and to ensure that the University is compliant with its obligations under all relevant legislation, including: The Payment of Wages Act, 1991; Organisation of Working Time Act, 1997, Terms of Employment (Information) Act 1994, Minimum Notice and Terms of Employment Acts, 1973-2001; and the Employment (Miscellaneous Provisions) Act 2018.
Scope
This policy applies to employees of DCU whose employment ends due to resignation or the natural conclusion of a fixed-term contract. Terminations of employment arising from other reasons are managed through separate policies and procedures.
Financial Accountability
The Head of School/Department has responsibility for absorbing any overpayment that occurs due to a delay in completing the Offboarding Form and forwarding the employee’s notification to DCU People.
The cost of the overpayment will continue to impact the School’s/Unit’s pay budget until the overpayment is fully repaid by the former employee.
Offboarding Process
The following steps outline the logical and sequential flow for processing an employee’s departure:
The employee provides a formal, written notification of their resignation to their line manager/Head of School/Department.
The line manager/Head of School/Department receives the notification and immediately begins the offboarding process by completing the Offboarding Form and forwarding the resignation letter to askdcupeople@dcu.ie. In cases where an employee’s contract is coming to a natural end, the Offboarding Form must also be completed by the manager.
The Offboarding Form must be completed by the 15th of the month the resignation/end of contract occurs. This is essential to immediately prevent the occurrence of an overpayment.
DCU People processes the Offboarding form, updates the employee’s record in the HR system, and notifies the Payroll department.
The Payroll department ensures all final payments are correct, recoups any outstanding balances (e.g., Easi Travel, Cycle to Work), and submits the leaver's information to Revenue.
The employee returns all university property to their line manager by their last day of employment.
Roles and Responsibilities
The manager holds the primary responsibility for initiating and completing the Off boarding process.
- Receive Notification: Receives the employee’s written notification of their departure.
- Refer to Checklist: Refer to the Offboarding Checklist available in the Offboarding Toolkit to ensure all required steps are taken including handover of duties.
- Complete Leaver Form: Complete and submit the new Offboarding Form, ensuring all details are accurate, including the effective end date and outstanding annual leave.
- Timely Submission: Ensure the Offboarding Form is submitted to DCU People no later than the 15th of the month to prevent delays in final payments and avoid overpayments.
- Claim Forms/Expenses: Ensure all Part Time claims and Expenses are submitted by the employee on/before the date of leaving.
- Financial Accountability: Has responsibility for the financial consequences as outlined in the policy's Financial Accountability section, including absorbing any overpayment in their pay budget until the amount is fully repaid by the former employee.
- Asset Recovery: Coordinate with the employee to ensure the return of all university property by their last day.
- Data and Files: Ensure the employee has taken the relevant steps in relation to data and files as outlined in the DTS Leaver FAQ’s. Further details are available on the Digital Identity Retention Policy. The Line Manager should contact DTS if they have any further queries.
The employee is responsible for providing timely and accurate information to facilitate a smooth departure.
- Provide Written Notice: Submit a written notification of their departure to their manager in accordance with their contract of employment.
- Engage with Manager: Work with their manager to agree on any outstanding annual leave to be taken or paid in lieu.
Check In: Refer to the Employee Offboarding Checklist and check in with their manager and DCU People to confirm that their departure notification is being processed on time to avoid any potential overpayment issues.
- Return Property: Return all university property, such as laptops, keys, and access cards, to their manager by their last day of employment.
- Repayment Responsibility: Understand that should an overpayment occur, they are responsible for repaying it in line with the Overpayments Policy.
DCU People are responsible for managing the administrative process of the employee’s departure.
- Receive and Process: Receive the completed Offboarding Form and process the termination in the HR system.
- Contingency Action: In cases of a delayed or missing form, complete the Offboarding Form to prevent overpayment and ensure a documented audit trail.
- Communicate: Send a confirmation letter to the employee and notify the Payroll department of the termination.
The Payroll department is responsible for all financial aspects of the employee’s final payment.
- Final Payment: Process the employee’s final salary, including payment for any outstanding annual leave, and recoup any outstanding debts (e.g., Cycle to Work scheme, travel deductions etc.).
- Revenue Submission: Submit the employee’s leaving date on the Revenue submission report.
- Debt Collection: Responsible for working in conjunction with a debt collection agency to recoup overpayments not reimbursed by an employee.
Related Documentation
This Procedure should be read in conjunction with the following policies / guidelines:
Contact
Any queries relating to the operation of this procedure should be directed to your DCU People
Policy Review
This procedure will be reviewed as and when changes are required and when there is a relevant change to Revenue Regulations, legislation and/or further circulars issued by DPER, whichever comes earlier.
Version Control
| Procedure Name | Offboarding Procedure |  |
|
| Unit Owner | DCU People | ||
| Version Reference | Original Version - 1.2 | Reviewed Version – 1.3 | |
| Approved by | Vice President of People, Equality, Diversity & Inclusion | Vice President of People, Equality, Diversity & Inclusion | |
| Effective Date | TBC | TBC | |