Leavers & Resignation Procedure

Procedure When Ending Employment

All managers and employees — including those paid by timesheet — must follow the HR leaving/resignation procedure to ensure the leaving process is completed correctly.

HR Leavers Checklist

Each employee must complete HR leavers checklist on/before your last day at work.

For more information, please refer to: HR Leavers Checklist

Academic Staff

Academic staff should complete the Retirement and Resignation Form (Academic Staff) and provide three months’ notice, with the notice period ending on the last day of a lecture semester (31 December or 30 June).

Non‑Academic Staff

Non‑academic staff should complete the Retirement and Resignation Form (Non‑Academic Staff) and provide one month’s notice.

For full details and forms, please see the HR resignation process

Teaching Support Staff: Resignation Process

HR will cease your employment based on the end date stated in your contract.
If this date changes, please notify HR at hrta@universityofgalway.ie at least one month in advance.

If you are paid by timesheet, you must:

• Submit your final timesheet in the month you last worked.
• Ensure all payments are received no later than the month following your leaving date.

Student Ambassador: Resignation Process

Student Ambassadors do not have fixed hours and are paid by timesheet. If you do not notify HR of your final working date, HR may not know whether you intend to return. In this situation, Revenue requires that:

• If you have not been paid in three months, the University must end you on the HR/Payroll system and report your leaving date to Revenue, which must be recorded as the last day you worked.

Why Reporting the Correct Leaving Date Matters

The University must formally cease employment on the HR/Payroll system to update Revenue and Social Welfare. This is important because:

• It ensures you are taxed correctly in any future or concurrent employment.
• It allows you to claim a tax and USC refund if unemployed.
• It reduces delays and additional paperwork when applying for Social Welfare benefits.
• It keeps your employment records accurate and up to date for tax and welfare purposes.

Please download and save any payslips you may need for your records. We recommend retaining:

• The last payslip from each of the previous years (ex. December payslip for each year)
• The most recent payslips prior to your final payment (ex. the last 6-12 months)

Access to Core Portal:

• Access to all menus — except payslips — ends on your final day of employment.
• You can continue to access payslips online for 30 days after your leaving date.
• After 30 days, payslips will no longer be accessible.

For more information, please refer to:

• Staff Leaving guidance
• ICT Policy - QA434 Retired, Leavers, Mover Policy