Faculty & Professional Staff (Unclassified) 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.
  • Human Resources will automatically terminate temporary employees on positions of less than .5 FTE or .5 FTE or more for less than 90 days based on the end of temporary date. No PER 39 is necessary unless the termination date is different than the end of temporary date.
  • No letter of resignation or exit interview is required.
  • Use the End of Temporary Appointment Report (pdf) to track employees with an upcoming end of appointment date
Required Documents
This may be updated in HRIS by personnel specialists.

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

End of Term Appointments

This may be updated in HRIS by personnel specialists.

Sabbatical Leave

Guidelines
  • If employee is on a full year sabbatical, they will receive half pay.
  • If employee is on a half-year sabbatical, they will receive full pay.
  • PER-39 is required to return employee from a full year sabbatical.
  • No PER 39 is required to return employees on half-year sabbatical. Human Resources will automatically return from leave.
  • Vacation leave is not accrued during sabbatical leave.
  • Sick leave is accrued in proportion to their pay status during the sabbatical leave.
  • If one-year obligation is not met, employee will be responsible for paying back sabbatical pay.
  • Contact Benefits Administration about possible GHI plan change.
Required Documents (send to HR prior to the end of the 30 days)

Leave of Absences

Guidelines
  • More than thirty days of consecutive leave without pay must be approved by the head of the major administrative units and the Provost.
  • A leave of absence can be approved for up to three years.
  • Leave of absences, which are voluntary, affect length of service.
  • Involuntary leave of absences for 9-month employees have no affect on length of service.
  • Contact Benefits Administration for relationship to other benefit plans.
Required Documents (send to HR prior to the end of the 30 days)

Leave Payouts

Guidelines
  • The maximum vacation leave hours a 12-month unclassified employee can be paid is 176 hours. Nine-month employees do not earn vacation leave. 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 and the amount allowable is based on years of service and hours accumulated.
  • If at time of retirement, employee has 8 years of service and at least 800 hours of sick leave pay out 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 leave).
  • Once approved, employees who are participating in the Regents retirement program will continue to have retirement contributions submitted on their behalf.
  • Both the Employer and Employee contributions will be paid by KSU.
  • Employees will continue to have contributions submitted until they are no longer disabled or reach age 65.
  • Once approved, Benefits Administration will complete PER-39, Health Insurance Change Form (if enrolled in Health Plan), and notify employee and department of approval.