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Kansas State University

Classified Separations


Resignation

  • Letter of resignation indicating reason for leaving or an exit interview (PER-16) (pdf) should accompany PER-39 (pdf).
  • 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.

End of Temporary Appointments

  • 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.

Separation to New Agency

  • Letter of resignation stating reason for leaving or a PER-16 (pdf) should accompany PER-39 (pdf).
  • 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.
  • Submit GHI Change Form, if enrolled in Health Plan.

Retirement

  • 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.
  • A PER-39 (pdf) must be submitted to Human Resources to take them off the payroll, along with a letter of retirement, PER-16 (pdf), or PER-37 (pdf).

Dismissal

  • The dismissal of an employee must be approved by the director of HR.
  • All appropriate documentation (i.e. - letters sent to employee) should accompany the PER-39 (pdf) when submitted.
  • All compensatory leave, holiday compensatory leave and vacation leave (up to maximum accumulation) shall be paid to the employee.

Leave of Absences

  • More than thirty days of consecutive leave without pay must be approved by the director of HR.
  • A PER-39 (pdf), along with a letter requesting the leave, should be forwarded to HR prior to the end of those 30 days.
  • 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.
  • Submit Health Insurance Change Form

Leave Payouts

  • Annual leave is paid up to the maximum accumulation on employees who are resigning. Employees transferring to another agency will only be paid for any compensatory time they may have. Annual leave and sick leave should transfer to new agency.
  • If length of service is less than 5 years the maximum accumulation is 144 hours, 5 years less than 10 the maximum accumulation is 176 hours, 10 years less than 15 the maximum accumulation is 208 and 15 years or more the maximum accumulation is 240.
  • 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 payout will be paid for 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.

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, GHI Change Form (if enrolled in Health Plan), and notify employee and department of approval.