Handbook of Operating Procedures > Series 400 Budget, Finance and Operations > 4.19.2 Separation of Employment and Exit Guidelines

4.19.2 Separation of Employment and Exit Guidelines

A. Purpose

The purpose of this Policy is to ensure consistent administrative practices in terminating employment of Employees and to establish guidelines for the exit process. This Policy is to ensure the timely return of University property, the recovery of University property, the recovery of University outstanding fees, and the timely cancellation of all network access at the University at the time of an Employee’s separation of employment.

B. Persons Affected

This Policy applies to all Employees.

C. Definitions

Not applicable.

D. Policy

D.1. Classified Employees’ Length of Notice

1. Standard length. Classified Employees voluntarily resigning or retiring from a position with the University are expected to give a minimum of a two (2) workweek notice in writing to:
   1. their supervisor; and
   2. OHR.  
2. Non-standard length.
   1. Mutual agreement. A shorter or longer period may be mutually agreed upon in writing by the supervisor and the Employee. 
   2. Department head responsibility. The department head will be responsible for establishing this Policy and informing their Employees in writing.
   3. Shorter notice.
      1. Department head requests. OHR or a department head may request, through prior approval, to waive the two-work week notice stipulation on an individual basis.
      2. Written request. A written request is required to waive the two workweek notice period and should be submitted to OHR. 
   4. Longer notice. Some departments and positions may require that Employees give more than two work-weeks’ notice. 

D.2. Unclassified Employees’ Length of Notice

1. Administrative and professional. 
   1. Notice. Unclassified administrative and professional Employees voluntarily resigning or retiring are expected to give a minimum of thirty (30) days written notice to:
      1. their supervisor; and 
      2. OHR. 
   2. No leave time. This notice is NOT inclusive of leave time.
2. Faculty members. 
   1. Written notice. Faculty members wishing to terminate their employment are expected to give a minimum of ninety (90) days written notice to:
      1. their supervisor; and 
      2. OHR. 
   2. No leave time. This notice is NOT inclusive of leave time.

D.3. Effective Date of Resignations

The effective date of an Employee's resignation is the last day the Employee performs duties for the University.  

D.4. Requirement to Work

1. Entire notice period. Employees are required to work the entire notice period unless their supervisor approves leave.  
2. Final day. Employees are required to work on the stated final day of employment.
3. Use of leave. Certain Employees are NOT required to work their last day if the supervisor has approved the use of applicable leave accruals on the final day(s) of employment. These include: 
   1. retiring Employees; or 
   2. Employees transferring to another state agency.
4. FMLA/LOA. 
   1. Last day. Employees on Family Medical Leave (FMLA) or Leave of Absence (LOA) at the time of resignation are NOT required to work their last day. 
   2. Effective date. The effective date will be the date the Employee notifies the University of their intent to resign.

D.5. Termination Pay 

1.  Lump sum. An Employee who resigns, is dismissed, or separates from employment will receive lump sum pay for all active hours worked and duly accrued unused vacation leave up to the maximum allowable.
2. Vacation. The vacation accrual is paid, provided that:
   1. the Employee's employment with the state has been continuous for a period of six (6) months; and
   2. the Employee is NOT a direct transfer to another state agency. 
3. Payment calculation. Payment will be calculated at the base rate of compensation (excluding longevity pay, stipends, additional pay or differentials) at the time of separation. 

D.6. Death of Employee

1.  Total amount paid. In the case of death, the estate of an Employee will be paid for all the Employee's accrued vacation balance and one-half or 336 hours, whichever is less, of the accrued sick leave.
2. Calculation of compensation. Such payment will be calculated at the rate of compensation (excluding stipends, additional pay, or differentials) being paid the Employee at the time of death.

D.7. Employee Responsibilities

1. Exit Checklist. The Employee shall review and complete the Employee Exit Checklist, which includes expectations of returning all University-owned property, completing the Exit Interview Questionnaire, etc.
2. Change in information. The Employee shall inform the HR Benefits Office of any address changes and will discuss options to continue health insurance coverage through COBRA.

D.8. Department/Supervisor Responsibilities

1. Obtains resignation. The department head or supervisor will obtain the Employee’s resignation in writing, which will include the effective resignation date. If the termination does not coincide with the termination date, the supervisor must notify OHR immediately.
2. eForm. The department head or supervisor will complete the appropriate eForm and attach the resignation/retirement letter. Upon submission of the eForm, an electronic exit notification is sent to all the appropriate data owners and the supervisor detailing actions that should be taken within ten (10) days (see HOP 7.1.6: Account Management for timeliness of disabling Employee application access).
3. Employee information. The department head or supervisor will inform the separating Employee of their obligation to settle any outstanding items.
4. Returns property. The department head or supervisor will return all University property to the appropriate University departments. 
5. Third-party systems. The department head or supervisor will disable, delete or transfer access of third-party systems that are not managed by a University system, e.g., Facebook, Qualtrics.

E. Reference Sources and Authority

• HOP 7.1.6: Account Management

F. Review Responsibilities and Dates 

The Division Head for this Policy is the Senior Vice President of Human Resources, and this Policy shall be reviewed every three (3) years or sooner, if necessary, by the Division Head or their designee.