POLICY NO: 623
EFFECTIVE DATE: 09/01/1991
SEPARATION
The University has specific responsibilities under federal, state and local laws which
regulate the conditions under which employees' jobs may be terminated. These
responsibilities must be met by the University regardless of the source of funds from
which individual salaries are paid. Any individual who disregards this policy and
terminates the employment of an employee improperly assumes responsibility for any
penalties, liabilities and expenses which may arise out of that action and may be subject
to discipline up to and including discharge.
Nothing contained in this policy is intended to create legally enforceable contractual
rights.
623.1 VOLUNTARY VERSUS INVOLUNTARY SEPARATION
Separations may be either voluntary or involuntary. Voluntary separations include
resignations, quit without notice, medical necessity, and retirement. Involuntary
separations include staff reductions due to lack of funds or lack of work, completion of
contract, discharge for unsatisfactory job performance, and misconduct or serious
misconduct.
When a staff member is separated from the University, it is the responsibility of the
home department to document the termination, stop payroll and stop benefit premium
payments. Any costs for benefits premiums that arise from incorrect entry into the
Personnel Payroll System are the responsibility of the department and may be charged to
the department. In addition, the former staff member's University identification card
(except those of retiring employees), keys, all library books and other University
property must be returned to the University.
623.2 CODES FOR USE WITH THE PERSONNEL PAYROLL SYSTEM
Departments should use the following codes to insure accurate personnel records and to
permit proper determination of eligibility for unemployment compensation:
*These codes require supporting documentation and approval by DHR / Staff
& Labor Relations.
| Staff Reduction |
| *01 |
Position discontinued |
| *03 |
Lack of funding |
| 04 |
Completion of contract |
| 06 |
End of appointment |
| Termination for Cause |
| *20 |
Not qualified |
| *21 |
Excessive unexcused absence or lateness |
| *22 |
Unsatisfactory performance |
| *23 |
Misconduct, violation of rules, or serious
misconduct |
| *24 |
Other |
| Resignation |
| 40 |
Accepted new job (academic) |
| 41 |
Accepted new job (non-academic) |
| 42 |
Marriage or domestic obligations |
| 43 |
Dissatisfied with pay |
| *44 |
Personal reasons |
| *45 |
Quit without notice |
| 46 |
Relocation |
| 47 |
Returned to school |
| *48 |
Dissatisfied with working conditions |
| 49 |
Student job ended |
| Retirement |
| 30 |
Normal Retirement |
| 31 |
Early Retirement |
| Other Types of Separation |
| 60 |
Medical necessity |
| 80 |
Death |
Applicability: All Regular Staff Members
Cross-reference: Policy 001, Policy 621, Policy 624, Policy 626, Policy 627, Policy 628, Policy 629, Policy 630
Supersedes Policy Number(s): 708