Early Departures or Separations

An early departure or separation occurs when a scholar ends their UC San Diego appointment prior to the end date on their immigration document, such as a DS-2019 or H-1B approval notice.

This may include situations such as:

• The scholar resigns or decides to leave early
• The department ends the appointment early (non-renewal, funding ends, project ends, layoff)
• The scholar accepts a position with another employer
• The scholar will no longer participate in their UC San Diego program or employment

If the scholar’s activity will end earlier than the date on the DS-2019 or USCIS approval notice, the department must report the new end date to ISEO through the Separation or Early Departure eform in iServices.

Reporting early departures is required so ISEO can:

• Update government records (SEVIS, USCIS, and the Department of Labor)
• Ensure UC San Diego remains compliant with federal regulations

No action is needed if the scholar is ending their appointment on the same end date listed on their immigration document.

Departments are responsible for notifying ISEO when a scholar or employee will end their UC San Diego appointment earlier than the end date listed on their immigration document (such as the DS-2019 or USCIS approval notice).

This reporting requirement applies regardless of who initiated the departure, including situations where:

• The scholar resigns or accepts another position
• The department initiates a layoff, non-renewal, or early termination
• The scholar leaves earlier than planned for any reason

Departments must submit the Early Departure or Separation eform in iServices as soon as the scholar’s last day of employment or program activity is known.

Why timely reporting matters

Timely reporting is required to ensure compliance with federal regulations and to reduce institutional risk. Early departure information allows ISEO to:

• Update required government records (SEVIS, USCIS, and the Department of Labor, as applicable)
• Withdraw petitions or program sponsorship when required
• Maintain accurate Public Access File (PAF) records for Department of Labor compliance
• Ensure UC San Diego meets federal reporting obligations and is prepared for potential audits or site visits

The department will need to maintain documentation show showing the separation date and who initiated the separation for H-1B and O-1.

Scholar initiated (examples):

• Resignation letter or email confirming the last day of employment or activity
• Scholar is leaving the U.S.
• Scholar accepted a position with another employer

Department initiated (examples):

• Non-renewal of appointment or layoff prior to the end date indicated on the H-1B or O-1 Approval Notice
• Funding ends and the department must end the appointment earlier than the end date indicated on the H-1B or O-1 Approval Notice
• Project ends and there is no more work prior to the end date indicated on the H-1B or O-1 Approval Notice

If department initiated the early departure or separation and the scholar is in H-1B or O-1 status, the department must keep proof they offered the scholar the reasonable cost of return transportation. 

J-1 Scholar Separation/Departure:

Log into iServices and select the "J-1 Scholar Separation or Departure" eform. Prepare the following information:

• Provide the scholar's current end date as indicated on their DS-2019.
• Provide the last day of the scholar's program at UC San Diego. If they are a paid employee, this is their last day on payroll.
• Upload documentation regarding the separation/departure. If a paid employee, a resignation letter/email; if unpaid, any letter/email from the scholar with departure date/information.

H-1B/E-3/TN/O-1 Scholar Separation/Departure:

Log into iServices and select the "H-1B/E-3/TN/O-1 Scholar Separation or Departure" eform. The eform is designed to include Employment-based (H-1B, E-3, TN, O-1) scholars.  Prepare the following information:

• Provide the scholar's current end date as indicated on their I-797 approval notice.
• Provide the last day of the scholar's program at UC San Diego. If they are a paid employee, this is their last day on payroll.
• Upload documentation regarding the separation/departure. If a paid employee, a resignation letter/email; if unpaid, any letter/email from the scholar with departure date/information.
• If the employee is in H-1B or O-1 status, and the department initiated the separation prior to the end date on the I-797 approval notice, the department will need to offer the reasonable cost of return transportation to the scholar.

Upon emailing the new end date and details ISEO, an assigned Scholar Advisor will review, and contact you and/or the scholar if there are any questions.

• J-1 program will be shortened in the SEVIS database and a new DS-2019 will be issued and emailed to the scholar and department with the shortened program end date. 
• H-1B/E-3/O-1/TN petition withdrawal request will be made to USCIS as of the new end date, and the LCA supporting an H-1B/E-3 petition will be withdrawn from the US Department of Labor FLAG database.

You and the scholar will receive an email confirming the date of completion/separation along with helpful resources about traveling and filing tax returns.