Leaving Aston University

Information for colleagues leaving the University

We would like to thank you for the service you have given us and we are sorry to see you go. However, to make your departure easier we've put together some information you might find useful.

We wish you all the best in your next venture.

Resignation Process

Please complete the following actions prior to your last working day:

  1. Check your notice period. This will be given in your contract but you can also refer to this table. This table assumes that you are not in a probationary period as notice during probationary periods can differ:

Staff Type

Grade

Notice to be given by employee

Notice to be given by University

Professorial and Equivalent

Bands 1 - 3

6 months

6 months

Academic: Teaching & Research

Grade 10

6 months

3 months

Academic: Teaching & Research

Grades 8 and 9

2 months where the last day of employment is to be 31 December or 30 April, or 3 months where the last day of employment is to be 31 August.

3 months

Academic: Research Only and Academic: Teaching Only

All Grades

2 months where the last day of employment is to be 31 December or 30 April, or 3 months where the last day of employment is to be 31 August.

3 months

All other staff

Grades 1 – 6

1 month

1 month

All other staff

Grade 7 – 10

3 months

3 months 

  1. Inform your line manager in writing of your intention to resign.
  2. Agree your last day of employment with your line manager.
  3. Discuss and agree with your line manager the following:
    • Your last day of employment
    • Plans for handing over any work and management responsibilities
    • when you will take any outstanding annual leave

Your manager will process your resignation via the Aston Staff Portal, which will be submitted to HR, and you will receive an automated notification via email confirming the next steps. HR will inform the payroll and pensions team of your resignation so you do not need to do anything in relation to this.

Annual Leave

Once HR have processed your resignation your annual leave entitlement will be re-calculated based on your leaving date, and this will be updated on for you to view on the Aston Staff Portal. Guidance on viewing your annual leave entitlement is available here. 

Discuss when you are going to take any outstanding annual leave with your manager, and then book your annual leave using the Aston Staff Portal. If you have overtaken your leave, the amount will be deducted from your final payment.

If you require an immediate calculation of your outstanding annual leave (prior to HR processing your resignation), please use the online annual leave calculator. You can also use this calculator ahead of resigning to see how much annual leave you would have remaining if you left on a certain day. 

If you have general queries around your annual leave entitlement, please contact your HR Administrator. 

P45

Your P45 will be sent to your home address within 10 days of your final salary being paid. The payroll team will send this to your home address as stated on Aston Staff Portal, so make sure your home address is up to date before your last day. Guidance on updating your home address in the Aston Staff Portal can be found here. 

Please keep your P45 safe until you start your new role as payroll cannot issue duplicate copies of your P45.

If you have not received your P45 within 10 days of your final salary being paid, please contact payroll@aston.ac.uk. If you have a continuing casual appointment, in addition to the contracted role you are leaving, you will not receive a P45. Once your casual appointment has ended you can request a P45 from payroll@aston.ac.uk

Exit Questionnaire

Once your manager has notified HR of your resignation you will receive an email containing a link to an exit questionnaire for you to complete. If you would prefer to discuss matters in person, please contact the HR Business Partner.

Reference Requests

Please arrange for any reference requests to be sent to the HR Administration Team. Please note we can only provide factual references.

Cancelling Staff Benefits

You do not need to take any steps to cancel your staff benefits.

  • If you have a car parking pass this will be deactivated in line with your end date in the HR system.
  • If you have a travel pass the payroll team will contact you directly regarding this.
  • If you have staff benefits associated with external providers they will be notified of your leaving date by the payroll team.
Pensions

If you are making contributions to either the Scottish Widows Pension Scheme or the Universities Superannuation Scheme (USS), information on your pension options will be sent to your home address within 13 weeks of your leaving date.

Should you have any questions about your pension scheme membership, please contact payroll@aston.ac.uk.

University network account

Your University staff network account will be deactivated on the date you leave the University.

In exceptional circumstances an extension for a maximum of 3 months can be granted. If this is required please speak to your line manager who will need to complete the staff network account extension form in Solve.

Access to the Aston Staff Portal for Payslips and P60s

Your University staff network account will be deactivated on the date you leave the University. This means after this date you will no longer be able to use the Aston Staff Portal. 

You should download your payslips and P60 tax forms from the Aston Staff Portal prior to your leaving date. Duplicates cannot be provided.

University IT Equipment and Staff Card

Your University network account will be deactivated on the date you leave the University. This means after this date you will no longer be able to  log into your Aston University network account or access any of it's systems'.

You will need to arrange to return any IT equipment or Aston property.  You should complete the Employee Leavers Form to arrange the return of IT equipment and staff ID card.

If you have any other property such as keys, a chair etc you should discuss this with your line manager.

Visa Holders

When HR process your resignation, they will notify UKVI that you are leaving the University. If your last day of employment precedes the expiry of your Skilled Worker Visa, HR will notify UKVI that you are no longer being sponsored.

Academic and Research Staff

Upload any newly accepted or published papers to Pure including the ‘author manuscript’ version of full text before you leave the University.  If you have any queries in relation to this please contact openaccess@aston.ac.uk.

HESA ID

If you are moving to another HEI, you can request your HESA number from your HR Administrator.