Processes and Procedures

Welcome to the Online Clearance Form Process page. The following information will describe the Online Clearance Form process with a visual flow chart. For more information please see the Online Clearance Form Training Manual.

The employee’s home department initiates and submits the Online Clearance Form as soon as possible after the employee has given notice.  When the department has completed the initial review, the form is automatically sent to the Administrative areas for processing. These areas will list any outstanding equipment or fines. Once a day if there are any updates made to the Clearance Form the employee will be notified by email.

The employee should return all equipment and pay all fines by the last day of employment.  When the employee returns equipment or pays any outstanding balances, changes can made to the form as long as Payroll is not processing it.

After the last day of employment, Payroll will process and complete the form taking any money owed to the University out of the last paycheck or vacation payout. The money collected will be journal back to the area in which the fine is owed. If there is not enough money to cover the amount owed, the employee will be notified about their options.