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PMA  /  Resources  /  Postdoctoral Scholar Resources  /  Departure from Caltech

Departure from Caltech

Leaving Caltech involves a defined process on both your end and the Division's. This page walks through what is required, in the order it typically comes up, so nothing gets missed at the last minute.

Notice

The amount of notice required depends on why you are leaving:

  • Resigning before the end of your appointment: the Collective Bargaining Agreement requires at least 30 calendar days' written notice, sent to both the Institute and the Union.
  • Leaving at the end of your contract: provide at least 30 calendar days' written notice to your PI and the Division. That allows the Division, HR, and ISS if applicable to process your final paperwork and paycheck on time.

Because most of the steps below depend on knowing your last working day, this is the step to settle first — talk to your PI as early as possible, even informally, before submitting anything in writing.

Paperwork

  1. Download and complete the HR Departure Form (DFA).
  2. Submit the completed form to the Division for processing.

This form is what triggers the Division's side of your departure — final pay, access changes, and record-keeping all follow from it, so it is worth submitting as soon as your last day is confirmed rather than in your final week.

Returning Institute Property

Coordinate with your group administrator to return your keys, ID card, parking permit, and P-card (if applicable). There is no separate form for this — it is a direct handoff with your group admin, so loop them in once your departure date is set.

Vacation and Final Pay

  • Use any remaining vacation days before your last working day where possible.
  • For year-based appointments, salary is budgeted as 11 months of work plus 1 month of vacation.
  • For month-based appointments, vacation time is built into salary and pro-rated accordingly.
  • Vacation budgeting and payout should be coordinated directly with your PI, since the calculation depends on your specific appointment structure. Note: vacation payout cannot be charged to federal awards.
  • A few things that affect your final paycheck specifically:
  • Date of Termination is your final day as a Caltech employee, even if you are using vacation time leading up to it — it does not extend your employment date.
  • Partial Month Pay: if you do not work a full calendar month, that paycheck is prorated and included with the previous month's direct deposit, rather than issued separately.

Staying Reachable After You Leave

  • Inform your collaborators of your departure and share your new email address directly — this avoids missed communication during the transition.
  • Caltech email access continues for one month after your termination date.
  • To forward your Caltech email beyond that, submit a Forwarding Request Form. This requires your supervisor's endorsement, so have their name ready when you submit it. IMSS offers forwarding for up to one year upon request.
  • You may also set up an auto-reply before departure to direct senders to your new address; it remains active until the account is deleted, typically six months after departure.
  • If you would like to keep a Caltech-affiliated address long-term, you may sign up for an @alumni.caltech.edu address.

Certificate of Completion

  • This is not a verification of employment — it is a degree-like document suitable for framing. If you need an official employment verification letter instead, complete this HR form and email it to Cassandra Juarez.