Policy Manual


Termination is an involuntary separation from employment with the University.

The employment of a staff member should not be terminated involuntarily for any reason without prior review by Human Resources.

Staff members who have successfully completed their Introductory Period and have involuntarily terminated employment are entitled to payment for any accrued but unused paid time off (PTO). There is no payment for unused sick leave.

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.


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 (1) 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).


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: 629
Effective Date: 07/06/2016
Last Reviewed: 05/31/2019
Revised Date: 07/01/2019
Supersedes Policy Number(s): 701, 629 (08/15/1995, 07/12/1999, 02/15/2006)
Applicability: All staff members
Cross-reference:  Adherence to University Policy - Policy 001, Paid Time Off - Policy 607Performance Improvement/Discipline - Policy 621Suspension - Policy 622, Return of University Property - Policy 624Termination or Suspension of Employment of University Officers - Policy 630

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