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.

There are several ways to learn more about how to initiate the Online Clearance Form.

• Clearance Form Training Manual (Updated October 2012)
• Training Quick Guide (Updated October 2012)
• How to determine the depreciated value of equipment
• Employee Handout

The Online Clearance Form update has slightly changed the navigation of the form, but not the process shown on the video.
1. The button to create a new clearance form has moved to the top of the page

2. The tabs inside the form have moved to the left side of the page.

For Online Clearance Form training opportunities please contact Christy Stark at cstark1@gsu.edu