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The separation procedures are the following:
- When a Postal Service manager is aware that an employee will be separating or that a supplier for whose services he or she is responsible will be discontinuing services, the manager must ensure that the employee or supplier completes the appropriate checklist. For HQ, use PS Form 292, Headquarters Clearance Checklist. For the field, use PS Form 337, Clearance Record for Separated Employee.
- The employee or the supplier completes the activities specified on the checklist and signs the form to certify that he or she has relinquished all records (regardless of medium) in his or her possession and submits the form to his or her Postal Service manager.
- The Postal Service manager reviews the checklist to determine that no exceptions are indicated on the form, takes steps to determine that the activities specified on the form have been performed, and then signs the form. By signing the form, the Postal Service manager certifies that he or she has taken custody of all records (regardless of medium) and authorizes termination of the individual’s IT account. IT should immediately terminate the individual’s IT account, dispose of records residing in the individual’s electronic repositories (unless otherwise designated by the manager), and sign the form to certify that this has occurred. Corporate Personnel Management retains the completed form.
- The manager is responsible for ensuring that hard-copy and electronic records that should be maintained are transferred to appropriate personnel and that all other records are disposed of per the appropriate record schedule.
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