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Human Resources

University Support Staff Separation Guidelines & Checklists

Resignation

Guidelines
  • All compensatory leave, holiday compensatory leave and vacation leave (up to maximum accumulation) should be paid to employee.
  • This pay may or may not be on employees' final paycheck depending on the time the paperwork is received and processed in HR.
Required Documents 

End of Temporary Appointments

Guidelines
  • A temporary employee's appointment may be ended at any time during their appointment.
  • When processing the paperwork appointing the employee, HR will automatically suspense the end of temporary date for one year unless otherwise indicated on the form.
  • No letter of resignation or exit interview is required.
Required Documents
This may be updated in HRIS by personnel specialists (pdf)  

Separation to New Agency

Guidelines
  • All compensatory and holiday compensatory leave should be paid to employee.
  • This pay may or may not be on employees' final paycheck depending on the time the paperwork is received and processed in HR.
  • Sick leave and vacation leave should transfer to the new agency.
Required Documents

Retirement

Guidelines
  • All compensatory leave, holiday compensatory leave, vacation leave (up to maximum accumulation) and sick leave (amount that is allowable according to balances and years of service) will be paid to employee.
  • Employee should notify Benefits when they are ready to retire.
Required Documents

Dismissals

Guidelines
  • The dismissal of an employee must be approved by the director of HR.
  • All compensatory leave, holiday compensatory leave and vacation leave (up to maximum accumulation) shall be paid to the employee.
Required Documents

Leave of Absences

Guidelines
  • More than thirty days of consecutive leave without pay must be approved by the director of HR.
  • A leave of absence can be approved for up to one year.
  • Leave of absences, which are voluntary, affect longevity/length of service and pay increase dates.
  • Involuntary leave of absences for 9-month school employees have no affect on longevity/length of service or pay increase dates.
Required Documents (send to HR prior to the end of the 30 days)

Leave Payouts

  • Payment for unused vacation leave will be made at employee's separation from benefits-eligible employment up to a maximum of 176 hours for non-retirement eligible separations.
  • Employees who meet the criteria for retirement (see PPM Chapter 4810) will be paid for unused vacation hours to a limit of 240 hours.
  • Employees who separate from service and are re-employed will not have forfeited vacation hours reinstated.
  • Department funds are used to pay vacation leave to employees who are terminating employment regardless of how the position was funded. Departments may require an employee to exhaust vacation leave prior to termination.
  • Employees transferring to another agency will only be paid for any compensatory time they may have. Annual leave (if applicable) and sick leave should transfer to new agency.
  • Sick leave is paid out on retirements only. The amount allowable is based on years of service and hours accumulated. If at time of retirement the employee has 8 years of service and at least 800 hours of sick leave, payout will be 30 days or 240 hours; if 15 years of service and at least 1000 hours of sick leave payout will be 45 days or 360 hours; if 25 or more years of service and at least 1200 hours of sick leave payout will be 60 days or 480 hours.
  • Vacation and sick leave payouts at retirement are funded from the state leave assessment fund, not the normal paycheck funding.

Disability

  • Contact Benefits Administration when employee is away from work for more than 30 days for medical reasons (with or without pay).
  • Once approved, Benefits Administration will complete PER-39, Health Insurance Change Form (if enrolled in Health Plan), and notify employee and department of approval.