Issue Date: 06/03/2019
Related Policy: Termination of Employment
Responsible University Office: Access Services, Payroll Office, HR Records Office
To process all terminations in a timely and consistent manner.
For Staff Employees
- Upon notification of an employee’s termination (i.e., the date the resignation or retirement is received), the supervisor will complete the Personnel Action Form or other HR-approved form and submit the form to the HR Records Office as soon as practicable following notification, but no later than the employee’s last day of work. Forms can be sent by email to HRRecords@case.edu or hand delivered to the HR Service Center in Crawford Hall, Room 320. If supervisors and/or HRAs fail to timely do so, the HR Records Office may notify the supervisor. Additionally, the supervisor and/or HRA may also be subject to Positive Corrective Action, up to and including termination.
- When the HR Records Office is notified of an employee’s termination after payroll has run for the period in which the employee has terminated, the HR Records Office will notify the Payroll Office within one (1) business day to allow the Payroll Office to determine appropriate action (e.g. recall a paycheck or pursue collection overpayment).
- For voluntary terminations, the terminating employee is responsible for returning all university property, equipment, work materials, tools, research and notes, and reconciling outstanding expenses, fines and other debts. The terminating employee should return their office keys, identification cards, p-card, parking permit/hang tag, etc. to Access Service. Supervisors and/or the department are responsible for ensuring these are completed no later than the terminating employee’s last working day. Supervisors are recommended to use the Employee Termination Checklist as a guideine to ensure that all university property is returned and termination paperwork completed.
- For involuntary terminations where Human Resources made the recommendation, Employee Relations and the supervisor should work with the terminating employee (where possible) regarding the return all university property, equipment, work materials, tools, research and notes, office keys, identification cards, p-card, parking permit/hang tag, etc. Supervisors are recommended to use the Employee Termination Checklist to ensure that all university property is returned and termination paperwork returned, but the Employee Termination Checklist is not mandatory.
- The HR Records Office will authorize the preparation and release of the final pay. The final paycheck will be direct deposited unless otherwise requested before payroll runs. The final paycheck will be issued no later than the next normal pay period.
- The HR Service Center will conduct an Exit Interview with the employee, if requested. Employees are encouraged to contact the Service Center directly at 216-368-6964 or AskHR@case.edu to complete the online exit interview or schedule an in-person exit interview.
- The Benefits Office will terminate the employee’s benefits enrollment, or convert the employee’s benefits based on the nature of the termination (retirement, death, etc.). The Benefits Office will also notify employees of their options with regard to COBRA and/or conversions to individual plans.
- Should an employee fail to return any university property or to pay all debts to the university, or return university property (including keys), the university may demand an amount equal to the reasonable value to the property not returned.
For Staff Employee Layoffs (i.e. Reorganizations)
- Any consideration to lay off of an employee or a group of employees, or to reduce their hours, must be reviewed with Employee Relations prior to taking any action.
- Supervisors must obtain approval from their Department Head before proceeding with any request to reorganize or layoff an employee(s).
- In addition, the supervisor must also complete a Reorganization Request Guide and submit the guide in final form to Employee Relations for approval.
- The Reorganization Request Guide will also require approval from the Office of General Counsel, and the Office for Inclusion, Diversity and Equal Opportunity (OIDEO).