Separation of Employment policy template

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					Separation of Employment
Voluntary or Involuntary
All terminations whether they are voluntary or involuntary must be reported to the Regional Human Resources Director immediately. The Regional Human Resources Director must be contacted before an involuntary termination of employment occurs.  Voluntary Resignation: Associates who choose to terminate their employment by their own accord. In the event they resign they must provide you with a resignation letter (see sample in Forms Index). Voluntary resignations occurs for the following reasons:         Personal Reasons Other Job Offer Money Relocation Job Abandonment Do not return from a leave of absence Do not report to work for three (3) or more consecutive days

Involuntary Resignation: Associates whose employment has ended at the request of the Company. Managers are to contact the Regional HR Director before the termination occurs. Involuntary terminations occur for the following reasons:  Performance Related  Layoff due to: o Reduction in Force o Position Elimination

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Separation of Employment
Voluntary Termination Procedures
The following MUST be completed within 2 days of the employment termination date. Send originals to the Payroll Department, with proper signatures (*Associate, Supervisor/Manager and Division President). Managers Responsibilities: Managers must complete the following and return to the corresponding departments. 1. Separation Form*. Complete an Associate Separation Form immediately (attach copy of resignation letter). Fax Separation Form and attached letter of resignation (if applicable) to the Payroll and Regional Human Resources Departments. 2. Associate Separation Certificate: Complete an Associate Separation Certification Form. Any keys, gate cards, parking permits and company equipment (e.g.; phones, pagers, radios, tools, computers, peripherals, etc). 3. New Hire/Change of Status Form*: Complete a Family Status Change form and fax to Corporate Benefits (initiates notices). 4. IS-User Termination Form: Complete a MIS-User Termination Form – fax to Miami and Los Angeles MIS Department. 5. Conduct an exit interview*. This should be done for voluntary terminations of employment only. Use the Exit Interview Questionnaire as a guide. Send the completed form to Regional Human Resources Department. 6. Collect from the associate:  Associate Reference Guide  Any keys, gate cards, parking permits and company equipment (e.g.; phones, pagers, radios, tools, computers, peripherals, etc) 7. Discuss with the associate:  Identify the outstanding vacation balance eligible for payment.  End of Health Coverage. Direct more detailed questions, including COBRA and 401(k), to the Corporate Benefits Department.  Final pay in compliance with applicable state and/or local laws. The final pay may include pay for hours worked up to the final day and any outstanding vacation balances.

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Separation of Employment
Involuntary Termination Procedures
The following MUST be completed immediately after (if possible before) termination date. Send originals to the Payroll Department, with proper signatures (*Associate/Supervisor/Manager and Division President). Managers Responsibilities: Managers must complete the following and return to the corresponding departments. 1. Separation Form*. Complete an Associate Separation Form immediately (attach copy of resignation letter). Fax Separation Form and attached letter or resignation (if applicable) to the Payroll and Regional Human Resources Departments. 2. Associate Separation Certificate: Complete an Associate Separation Certification Form. Any keys, gate cards, parking permits and company equipment (e.g.; phones, pagers, radios, tools, computers, peripherals, etc). 3. New Hire/Change of Status Form*: Complete a Family Status Change form and fax to Corporate Benefits (initiates notices). 4. MIS-User Termination Form: Complete a MIS-User Termination Form – fax to Miami and Los Angeles MIS Department. 5. Collect from the associate:  Associate Reference Guide  Any keys, gate cards, parking permits and company equipment (e.g.; phones, pagers, radios, tools, computers, peripherals, etc) 6. Discuss with the associate:  Identify the outstanding vacation balance eligible for payment.  End of Health Coverage. Direct more detailed questions, including COBRA and 401(k), to the Corporate Benefits Department.  Final pay in compliance with applicable state and/or local laws. The final pay may include pay for hours worked up to the final day and any outstanding vacation balances.

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Separation of Employment
State Requirements
AZ  Involuntary – Associate must have check, earlier of next payday or within 3 working days.  Voluntary – Associate must have check by next regular payday. CA  Involuntary – Associate must have check immediately.  Voluntary – Associate must have check within 72 hours, or at time of quitting if 72 hours notice is given. CO  Involuntary – Associate must have check immediately.  Voluntary – Associate must have check by next regular pay day MN  Involuntary – Associate must have check immediately, if sales position wages must be paid within 3 days of employment.  Voluntary – Associate must have check by next regular pay day. NV  Involuntary – Associate must have check immediately.  Voluntary – Associate must have check earlier of next regular payday or 7 days. SC  Involuntary – Associate must have check within 48 hours or next payday but not more than 30 days after termination.  Voluntary – Associate must have check within 6 days. TX  Involuntary – Associate must have check within 6 days.  Voluntary – Associate must have check within 6 days.

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