Human Resources

University System of Georgia

Human Resources Administrative Practice Manual



Citation Reference  
Official Title Policy on Resignations
Abbreviated Title Resignations
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

The University System of Georgia has established a policy to provide guidance for situations involving separations of employees from the USG through resignation and allows for consistency among institutions regarding resignations.

Reason for Policy

This policy ensures consistency among employees of the University System of Georgia.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.


Contact Phone Email/URL
Office of Human Resources 404-962-3235
Institution Chief Human Resources Officers See University System HR Officer Listing at

Website Address for This Policy


Related Documents/Resources



These definitions apply to these terms as they are used in this policy:

  • Resignation: voluntary relinquishment of employment by an employee.


Employees who resign for any reason should give as much notice as possible. The minimum notice is generally ten (10) working days, but a shorter period of time may be permissible. Written notice is expected. The supervisor is strongly encouraged to provide a written acceptance of the resignation, regardless of whether the resignation was submitted orally or in writing. The institution is not obligated to allow an employee to rescind the resignation. The supervisor may designate an earlier final date of employment.


Upon notice by an employee indicating his/her intent to resign, whether verbally or in writing, the immediate supervisor is expected to accept the resignation in writing. Any written resignation shall be made a part of the employee’s official personnel file. The written response shall be issued to the employee, with a copy maintained in the official personnel file.

Upon the termination of an employee, the employee’s home department shall submit the institutional form (which may be electronic) to Human Resources for processing.

The department should identify any equipment or other property issued to the employee and ensures that it is collected from the employee on or before his/her last date of employment.

The employee will receive his/her final pay check or direct deposit with the normal payroll period that coincides with his/her termination date. Accrued vacation/annual leave up to the maximum accumulation as outlined in policy shall be paid to the employee in accordance with the institutional payroll policy.

The institution will issue the required Department of Labor Separation Notice, provide information on the employee’s rights regarding benefits continuation under the provisions of the Consolidated Omnibus Budget Reconciliation Act (COBRA) of 1986, and provide any other information regarding the conversion of benefits not covered by COBRA.

Institutions are encouraged to develop exit checklists specific to their campus that can serve as a reference and identify potential items that should be collected and/or destroyed. A copy of the checklist should then be retained in the employee’s personnel file.


The responsibilities each party has in connection with this policy are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise resignation policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure for implementing this policy.





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