TERMINATION OF EMPLOYMENT-EMPLOYMENT EXIT CLEARANCE by TBFUOq

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									                                                                               Policy V. 320
                                                                               1st Effective 7-16-12
                                                                               Revised 8-17-12
              University Health Associates
                          Ambulatory Services
                POLICY AND PROCEDURE MANUAL                                    Reviewed




    TERMINATION OF EMPLOYMENT/EMPLOYMENT EXIT CLEARANCE
PURPOSE

The purpose of this policy is to ensure timely notification and processing of terminating employees so that
final paychecks can be delivered to the employee in compliance with applicable legislation.

Resigning employees are required to complete an Online Notice of Resignation giving at least sixty (60)
days’ notice prior to their actual resignation date in order to ensure timely deliverance of the final paycheck.
Also, it is expected that terminating employees participate in an Exit Interview with a Human Resources staff
member to insure they have been informed of appropriate COBRA insurance information, and applicable
hospital information systems access is terminated and assigned hospital property is returned.

POLICY

All employees voluntarily resigning employment with University Health Associates (UHA) must complete
an online Notice of Voluntary Resignation at least sixty (60) calendar days prior to expected last day of
work. The department must then enter a termination Personnel Action (PA) form at least two (2) weeks prior
to the employee termination. In instances where no notice or a shorter notice is given, the termination PA
form needs to be entered immediately upon notification. Any employee providing at least a two (2) week
notice must receive their final paycheck on their last day of employment. Final checks cannot be direct
deposited.

Medical and dental insurance benefits remain in effect through the end of the month in which the employee is
terminated. Under the COBRA guidelines, an employee may continue medical care coverage by paying a
premium for the UHA Plan for up to 18 months following termination.

In instances where an employee is involuntarily terminated, the goal is to provide the final paycheck to the
employee at the termination meeting. Managers/Directors must enter an Intent to Terminate Personnel
Action (PA) form when the decision is made to terminate. This will give payroll notice to immediately begin
to process the final check. Once the termination meeting is complete, the Termination Personnel Action
(PA) form must immediately be completed upon discharge (involuntary termination) of the employee. Any
discharged employee who does not receive his/her paycheck(s) at the termination meeting must receive
his/her final paycheck within 72 hours of the discharge meeting. If the employee works on an offsite facility,
the final check will be sent via express mail to the Manager/Director who will distribute to the employee on
the employee’s last day worked.

UHA employees in a temporary status will require a Termination Personnel Action (PA) form.
Staff employed through a temporary agency such as Manpower and Traveler agencies do not require a
termination Employee Action (PA) form, but do require coordination of the termination with Human
Resources and Information Technology if computer access was granted at the time of employment.

Judie F. Charlton, M.D.
Chief Medical Officer
                                      EMPLOYEE EXIT PROCESS

VOLUNTARY TERMINATIONS will be processed as follows:

EMPLOYEE RESPONSIBILITIES

Complete an Online Notice of Resignation and Notify Supervisor or Manger of termination and last day of
employment.
      All UHA Mid-Level providers are expected to submit a notice of resignation at least 60 calendar days
       prior to their last day of work. If the proper notice is not given, the employee may not be eligible for
       rehire.
     *The employee is expected to work out his/her normal work schedule prior to the termination date and
       use of PDO or sick time is not considered appropriate notice.

 View a copy of the Exit Clearance policy, the Employee Exit Process Summary and the Exit Checklist
online via the online resignation website or Connect.

Contact Human Resources to schedule a personal exit interview.
      The purpose of the Exit Interview is to obtain feedback on employment at UHA and the employee’s
      experience at UHA. This meeting should last approximately 15 minutes.

On the last day of employment, return UHA property to the Department Director/Manager or HR
      UHA property includes identification badge, keys, parking permit, beeper, phone uniform/scrubs,
      laptop computer, etc.

      Per Policy VII.081, all corporate data, including, but not limited to, email, must be
      removed/deleted/destroyed from any employee-owned devices such as a smartphone, personal laptop,
      home PC and/or removable media (e.g. USB drive, memory card, etc.)
      Data classified as Protected Health Information, confidential or business information of WVUH
      cannot be released to departing employees and must be removed from any employee-owned device
      upon termination (e.g. USB drive, smartphone, memory card, camera, etc.). Paper records and/or
      other information must be returned to the appropriate department director and/or Health Information
      Management.

MANAGER/ADMINISTRATOR RESPONSIBILITIES

Manager/Administrator will talk with the employee regarding reasons for departing. Manager/ Administrator
will schedule the employee to meet with a Human Resources representative before his/her last day for the
exit interview.

Ensure that the Online Termination Personnel Action form is submitted at least two (2) weeks prior to
employee’s last day or work
      In instances where employee does not give sixty (60) days’ notice, please notify Human Resources of
      this termination via phone and submit the Termination PA immediately.

Ensure termination of any accesses to department-specific applications or systems.
     The online Personnel Action (PA) form will initiate termination of access to computerized information
      systems and Tesa security access.

On the last day of employment, collect all UHA property from terminating employee.
      UHA property includes identification badge, keys, parking permit, beeper, phone, uniform/scrubs,
      laptop computer, et. Provides employee with final payment if a two weeks notice is given by the
      employee.


HUMAN RESOURCES
   Conduct exit interview with employee
   Discuss benefits related information as applicable.
   Notify applicable benefits companies of employee termination
   Flex Compensation (Third Party Administrator) notifies employee of COBRA rights
   Print online termination PA submitted by the department and places in employee’s personnel file.
PAYROLL OFFICE

For employees providing less than a two weeks’ notice, processes and distributes employee’s final paycheck
per employee instructions (mailed to the address on file, direct deposited or employee may choose to pick up
his/her final paycheck in the hospital payroll office).

For Employees providing at least a two weeks’ notice, processes final payment on the employee’s last day of
employment and notifies the employee’s manager/director or authorized department representative when
check is ready for distribution (for an employee provides at least a two weeks’ notice and his/her last day of
employment falls on a Saturday or Sunday, the final payment will be available for pick up Friday afternoon).
Direct deposit will not occur for employees providing at least a 2 weeks’ notice.

INVOLUNTARY TERMINATIONS will be processed as follows:

MANAGER/DIRECTOR
When a decision is made to involuntary terminate an employee, the goal is to provide the employee with
his/her final paycheck at the termination meeting. Managers/directors must enter an Intent to Terminate
Personnel Action (PA) form via Connect to signal payroll to release the final paycheck. Managers/Directors
must pick up the final paycheck in payroll prior to the termination meeting. The final paycheck is to be given
to the employee at the termination hearing. Immediately following the termination meeting, ensure that the
Online Termination Personnel Action PA form is completed and submitted immediately indicating the
termination type and reason. Any employee who does not receive his/her final paycheck at the termination
meeting, must receive his/her final paycheck within 72 hours of termination meeting. If the employee works
on an offsite facility, the final check will be sent via express mail to the Manager/Director who will distribute
to the employee on the employee’s last day worked.

Ensure termination of any accesses to department-specific applications or systems.
      The on-line Personnel Action (PA) form will initiate termination of access to computerized
      information systems and Tesa access. It is the responsibility of each manager/director to terminate
      access to any other application/systems or department-specific areas.

       Per Policy VII.081,ensure all corporate data, including, but not limited to, email, must be
       removed/deleted/destroyed from any employee-owned devices such as a smartphone, personal laptop,
       home PC and/or removable media (e.g. USB drive, memory card, etc.)

Make arrangements to obtain any UHA property from terminating employee.
     UHA property includes identification badge, keys, parking permit, beeper, phone, uniform/scrubs,
     laptop computer, etc.

EMPLOYEE
Return UHA property to the department Director/Manager or HR
      UHA property includes identification badge, keys, parking permit, beeper,       phone, uniform/scrubs,
      computer, etc.

      Per Policy VII.081, all corporate data, including, but not limited to, email, must be
      removed/deleted/destroyed from any employee-owned devices such as a smartphone, personal laptop,
      home PC and/or removable media (e.g. USB drive, memory card, etc.)
      Data classified as Protected Health Information, confidential or business information of WVUH
      cannot be released to departing employees and must be removed from any employee-owned device
      upon termination (e.g. USB drive, smartphone, memory card, camera, etc.). Paper records and/or
      other information must be returned to the appropriate department director and/or Health Information
      Management.

HUMAN RESOURCES
   Notify applicable benefits companies of employee termination.
   Notify employee of COBRA rights.
   Print online termination PA submitted by the department and places in employee’s personnel file.

PAYROLL
Process and distribute employee’s final paycheck per termination type
   For involuntary resignations, process final paychecks via the Intent to Terminate PA
    notification with possible.
   Any discharged employee must be mailed his/her final paycheck within 72 hours of termination.
   Employees providing a 14 calendar day notice will be given their check on their last day of
    employment at the time of quitting. This check will not be directly deposited it will be an actual
    check.
   For employees not providing a 14 calendar day notice, the check will be processed according
    to the employees instruction (mailed or a pick up). If the employee is enrolled in direct deposit
    their final check will be processed as such.

								
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