Policy Manual


This policy has been designed to assure that the University meets its responsibilities and complies with its internal guidelines in making termination decisions. These responsibilities must be met regardless of the source of funds from which individual salaries are paid. HUP employees are not covered by this policy. Nothing contained in this policy is intended to create legally enforceable contractual rights.

The employment of a staff member may not be terminated involuntarily for any reason without prior review by Division of Human Resources (DHR)/Staff and Labor Relations.

When a staff member is separated from the University, it is the responsibility of the home department to document the termination and terminate the employee from the payroll system (which will stop benefit premiums). Any costs for benefits premiums that arise from incorrect and/or late entry in PennWorks are the responsibility of the department and may be charged to the department. The department is also responsible for paying out all unused and accrued paid time off days to all staff members who have successfully completed their Introductory Period and have voluntarily or involuntarily terminated employment.

In addition, the terminating staff member's University identification card, keys, all library books and other University property must be returned to the University. Further, it is the responsibility of the home department to take reasonable steps to inventory and remove (or request removal of) the terminated employee'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 or more of these plans when a qualifying event occurs. Eligible dependents are spouses and dependent children, i.e. adult children up to the end of the month in which the dependent turns age 26. Qualifying events include voluntary or involuntary termination, other than for reasons of gross 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: all life insurance (basic, supplemental, dependent) ends on the last day of active work. If you wish to inquire about continuing any life insurance, you must call the Penn Benefits Center at 1-888- PENNBEN (1-888-736-6236).


Policy Number: 629
Effective Date: 07/06/2016
Supersedes Policy Number(s): 701, 629 (08/15/1995, 07/12/1999, 02/15/2006)
Applicability: All staff members
Cross-reference: Policy 001,  Policy 607Policy 621Policy 622Policy 623Policy 624Policy 630

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