Resignation is a voluntary termination from the University with notice on the part of the staff member.
A non-exempt weekly-paid staff member is expected to give at least two (2) weeks notice. An exempt monthly-paid staff member is expected to give at least four (4) weeks notice. Notice should be in writing.
Staff members who have successfully completed their Introductory Period and have resigned are entitled to payment for any accrued but unused paid time off (PTO). There is no payment for unused sick leave. If the effective date of resignation is a University holiday or falls during the special winter break, the staff member is not eligible for payment for the holiday or special winter break unless the staff member works the workday following the holiday or special winter break.
It is good practice for the supervisor to acknowledge the resignation in writing. It is the responsibility of the home department to enter into Workday the termination of a staff member (along with entering the proper reason for termination), as soon as possible. Contact Human Resources (215-898-7372) with questions concerning which termination reason should be entered.
Any costs for benefits premiums that arise from incorrect and/or late entry of a staff member’s termination into Workday are the responsibility of the home department and may be charged to the department.
It is also the responsibility of the home department to collect the terminating staff member's University identification card, keys, library books and any other University property, as well as take reasonable steps to inventory and remove (or request removal of) the terminated staff member’s access privileges to University, departmental, School, and other information systems containing personal or proprietary data.
626.1 BENEFITS CONTINUATION
The University complies with the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) by extending to eligible staff and their eligible dependents the right to continue benefit coverage under the medical, dental and vision plans, if coverage would be lost by reason of a qualifying event. Coverage is available for the period prescribed by law (18 or 36 months) at the individual’s expense, including an administrative charge.
Eligible staff are those eligible to enroll in one or more of these plans when a qualifying event occurs. Eligible dependents are spouses and dependent children (until the end of the month in which dependent children turn age 26).
Qualifying events include voluntary or involuntary termination, other than for reasons of serious misconduct; voluntary or involuntary reduction of hours of work; death; divorce; a dependent child’s loss of dependent status; and an employee’s election of Medicare benefits as his or her primary coverage.
Note that all life insurance (basic, dependent, supplemental) end on the last day of active work. These coverages can be converted to individual policies within 31 days of the staff member’s last day of active work. To convert, staff members must contact Human Resources (866-799-2329).
626.2 STAFF WORKING IN OTHER JURISDICTIONS
The benefits and policies for University of Pennsylvania staff members who work in locations outside of the Commonwealth of Pennsylvania may be different from the benefits and policies set forth in this policy. Staff members working outside the Commonwealth of Pennsylvania should contact Human Resources for more information.
Policy Number: 626
Effective Date: 05/17/1999
Last Reviewed: 05/28/2018
Revised Date: 07/01/2019
Supersedes Policy Number(s): 626 (09/01/1991)
Applicability: All full-time and part-time staff members
Cross-reference: Return of University Property - Policy 624, Quit Without Notice - Policy 627