Human Resources Classified Staff
Policy and Procedures
Policy # 402.0
Effective: 09/88
Revised: 01/05
Section: Employee Relations
Subject: Termination
Reference: Predischarge/Suspension Without Pay Hearing Policy #404.0, Disciplinary Action Policy #403.0, Layoff/Reduction in Force Policy # 405.0
POLICY
Classified Staff employees who desire to resign from University employment are expected to provide as much advance notice as possible. Notice of resignation shall be in writing to the immediate supervisor.
A Termination Report Form shall be completed in all cases of employee terminations to facilitate responses to potential unemployment compensation claims, ensure compliance with state law for payment of wages to terminated employees, and allow timely data processing of termination information for state retirement and insurance records.
Temporary Staff employees may be terminated at any time for any reason, but no later than when their period of employment ends. Part-Time Staff employees (less than .50 FTE) may be terminated at any time for any reason.
When a nonprobationary Regular Staff employee is to be discharged, the initiating supervisor shall follow the Predischarge/Suspension Without Pay Hearing Policy (Pol. #404.0), and the Disciplinary Action Policy (Pol. #403.0).
A discharged employee shall be paid all wages due within three (3) working days following the termination date or on the payday following the end of the regular pay period, whichever is sooner.
DEFINITIONS
TERMINATION is the cessation of the employment relationship between the University and an employee.
RESIGNATION is a voluntary termination by an employee.
DISCHARGE is termination based upon an action initiated by a responsible administrator of the University other than termination resulting from a layoff/reduction in force. Discharges of nonprobationary Regular Staff employees are subject to the provisions of the Predischarge/Suspension Without Pay Hearing Policy (Pol. #404.0) and the Disciplinary Action Policy (Pol. #403.0).
LAYOFF/REDUCTION IN FORCE is termination based upon an action initiated by the responsible administrator as a result of the elimination or reductions in funding, reduced or changed work requirements, or department reorganization. Layoffs of nonprobationary Regular Staff employees are subject to the provisions of the Layoff/Reduction in Force Policy (Pol. # 405.0).
PROCEDURE
The responsible administrator shall complete the Termination Report Form on or before the employee's last work day. The Termination Report Form shall be signed by the employee in cases of voluntary resignation. Completed Termination Report Forms shall be submitted to Systems Control for processing.
RETURN OF UNIVERSITY PROPERTY
Terminating employees are required to return to their supervisor all University property, equipment, and materials which were issued to them during the course of their University employment. This includes, but is not limited to, keys and room cards. These items shall be returned on or before the last day of the individual's University employment.
BENEFITS CONTINUATION/RETIREMENT CONTRIBUTIONS
Terminating employees who wish to continue or convert any or all of their University insurance programs and/or withdraw their retirement contributions may make application to do so at the Benefits Office of the Human Resources Department.
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