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Preface

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Page Contents:

A. Involuntary separation

B. Involuntary separation

B. Voluntary separation

C. Extending medical and dental care

D. Processing separations

See also:

Termination / Separation Reasons

 

Separations
AFSCME 2.20

Revised October 9, 2009

A. Involuntary separation

1. When the University separates an employee from employment for just cause, the employee may either be given up to a two week notice or suspended without pay subject to discharge at the end of five workdays of suspension.

2. In either case prior to making the separation decision, the administrative authority considering the action shall apply the process described in Policy 6.4, Corrective Action.

3. Written notices of separation must be cleared with the University Human Resource Services before distributing the notice to the employee or processing the E-Doc.

4. See Policy 2.19, Separation Pay for a description of terminal pay benefits for an employee who is involuntarily separated from University employment.

5. An employee may be required to take accrued vacation during the notice period.

B. Involuntary Separation for Non-Disciplinary Reasons

1. When an employee is involuntarily separated from employment for reason or reasons other than those covered by paragraph A, above, the separation will be considered "non-disciplinary" in nature. Such reasons may include, but are not limited to:

   1. can no longer meet the qualifications for performing essential functions of position and not an ADA covered situation;

   2. no reasonable accommodation has been found for an ADA covered situation;

   3. loss of a position under the Reduction In Force policy.

2. Final written notices of separation must be cleared with the campus Human Resources office before distribution to the employee.

3. See Policy 2.19, Separation Pay for a description of terminal pay benefits for an employee who is involuntarily separated from University employment.

4. An employee may be required to take accrued vacation during the notice period.

C. Voluntary separation

1. Employees are expected to give an advance notice of at least two weeks when leaving the University.

2. An employee may be required to take accrued vacation during the notice period.

3. See Policy 2.19, Separation Pay for a description of terminal pay benefits for an employee who voluntarily separates from University employment.

D. Conditions for terminal extension of health care coverage

1. Refer to the Web page hr.iu.edu/benefits/health_care.html for information concerning continuation of medical and dental care plans.

E. Processing separations

1. A separation notice, within HRMS shall be initiated by the Department Head when the date of separation is determined. The action reason must be indicated on the E-Doc with an explanation of the reason for the separation added to the "Notes" section of the E-Doc.

   1. For assistance in determining the action reason, see the document, Termination/Separation Reasons.

2. The effective date of a separation is the day after the last day on the job except in the following circumstances. In the following cases, the effective date of separation is the day after that the end of events:

1. an unpaid leave of absence for any reason

2. a Family and Medical Leave of Absence with or without pay

3. an absence caused by an injury on the job

4. use of income protection time

5. removal from work with or without pay, pending a decision to separate for just cause and subsequently separated

6. required to use vacation time during the notice period

3. If an employee dies, the effective date of separation is the day after the death, whether the employee was working, using paid-time-off benefits, on leave, or absent without pay on the day of death.

4. Eligible terminal payment should be indicated by showing total time entitled for payment under the eligible terminal pay provisions of Policy 2.19, Separation Pay.

5. A permanent forwarding address should be obtained.

6. Final payment, when the date of separation occurs other than at the end of the regular pay period, will be made on the next regular payday for the employee following the separation date, except that

   1. Employees who have been involuntarily separated or separated due to Reduction in Force, shall have unpaid wages become due within three workdays upon request of the employee. A special voucher must be sent to FMS-Payroll Office within one workday of the employee's request and Payroll must make payment to the employee within two workdays of receipt of the voucher.

7. The employee should be instructed to contact University Human Resource Services concerning the status of benefit and retirement programs.

8. The supervisor should ascertain that all University property, e.g., keys, uniforms, tools, records, books, etc., in the custody of the employee to be separated, are properly accounted for.