Transfer/Job Change Checklist - Faculty of Medicine

HUMAN RESOURCES
Administration 202
Telephone: (403) 220-5932
Fax: (403) 284-5753
Department Transfer/Job Change Checklist
Transfer/Job Change Process
Employee First & Last Name: _______________________________
(Please print clearly)
Employee ID number: _____________________________________
Current Supervisor/Manager: _______________________________
(Please print clearly)
Item/ Task Department Responsible Description
Job Change Form Human Resources
Phone 220 – 5932
Fax 220 - 6736
Access Job Change form from the Human Resources
website http://www.ucalgary.ca/hr/ (select Forms >
Administrators > Recruitment – Maps & Support Staff).
Complete form and send to Workforce Administration if
this change is without a posting. Retain a copy for your
department records, as required.
Access Job Change form from the Human Resources
website http://www.ucalgary.ca/hr/ (select Forms >
Administrators > Recruitment – Maps & Support Staff).
Complete form and send to Recruitment if this change is
on a posting. Retain a copy for your department records,
as required.
To avoid underpayment or overpayment, send form before
the applicable deadline (Reference “Deadline to send hire/
change information to HR for applicable Pay”).
Deadlines can be viewed at
http://www.ucalgary.ca/hr/administrators/deadlines_sched
ules.
All IT-related Services, Information Technology
including:
Phone: 220-5555
- Mainframe / Business Email: itsupport@ucalgary.ca
Administration Systems Access Fax: 282-9199
- DTP File Server User
Shares & Group Shares
- Webdisk File Storage
- Portal Applications
- SecurID
Complete and submit the Central Services Access
Change form online at
http://www.ucalgary.ca/it/accounts/forms/centralservices/ .
Telephone/ Voicemail
TeleWeb
IT – Telecom
To request a change (termination) of the telephone,
voicemail and TeleWeb contact your Departmental
Telecom contact for assistance at
http://www.ucalgary.ca/it/telephone/contacts .
If appropriate, ask the employee to leave their
password(s).
Transfer Checklist Page 1 of 3 Last Update: 2007/12/18
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MailMan Lists Information Technology Visit IT’s Email Services site at
http://www.ucalgary.ca/it/self_help/email/mailman/#unsubscribe
for information on removing the employee from various
Mailman lists.
Equipment/ Software Information Technology Ensure all necessary equipment and/or software is
returned (e.g. Laptop, including loaners at home, Palm
Pilots, pagers, cell phones, etc.)
Cancel Shaw Cable/ TELUS internet access if paid for by
the department.
Parking
Campus Recreation
Library
Financial Services
(Treasury & Investments)
Outstanding Advances/
Expenses
Petty Cash
Trust Accounts
Keys
Electronic Cards
Parking Services
Phone: 220-6771 or 6772
Outdoor Program Centre
Phone: 220-5038
Administration Office
Phone: 220-5953
Financial Services
Phone: 220-8717
Accounts Payable
Phone: 220 – 3108
Cashiers Office
Phone: 220 – 3134
Research & Trust
Accounting
Phone: 220 – 2720
Department, or
Campus Security
Phone: 220 – 5333
Department, or
Campus Security
Phone: 220 – 5333
Have employee call Parking Services to make
arrangements to release the parking spot and return the
Parking pass.
Check for any outstanding rental equipment from Campus
Recreation.
Check for any outstanding books on loan.
Check for any outstanding library fines.
Faculty Housing Loan Program: ensure that the person
has no outstanding payments on the program.
Notify Payroll Services if outstanding amounts are
owed for collection purposes.
Check for any outstanding travel advances.
Check for any outstanding petty cash advances.
Check for any outstanding expenses to be paid out.
De-activate U of C American Express Corporate Card, if
appropriate.
PER equipment purchases.
Check if any outstanding Petty Cash is being held by
terminating employee.
Remove employee from the list of signing authorities on
Petty Cash expenses.
For Trust accounts:
Have terminating employee’s signing authority removed.
Close accounts, if appropriate.
Review over-expenditure on accounts
Ensure all necessary keys (e.g. office, filing cabinet, desk,
building/ access card keys) are returned prior to the
employee’s departure.
Obtain all electronic access cards to departments, labs,
etc.
Obtain SecurID fob.
Obtain Campus Card and return to Campus Security.
Transfer Checklist Page 2 of 3 Last Update: 2007/12/18
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Department Transfer Checklist
Transfer/Job Change Process
Drivers List Department Remove terminating employee from the list of approved
drivers, if appropriate.
Business Cards Department Ensure all business cards are left behind.
Phone List Department Update your departmental phone list – consider
department website and TeleWeb.
Mailing Address Department Have employees update their address to receive their T4/
T4-A’s at year-end.
Comments
Date
Signature
Printed Name
This form should be retained in the employee’s file in the department for
audit purposes.
Transfer Checklist Page 3 of 3 Last Update: 2007/12/18
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