SHRA/CSS/DMSS Separations & Transfers

 

Separations

A separation occurs when a SHRA/CSS/DMSS employee resigns from State employment, retires, is involuntarily separated, or dies. The Separation Policy details the provisions and procedures for the following types of separation:

  • resignation
  • retirement
  • death, or separation while on medical leave
  • reduction in force
  • dismissal for cause
  • probationary dismissal
  • voluntary resignation without notice
  • unavailability and exhaustion of leave

 

Types of Separation

Resignation

SHRA Employees

Employees can end their employment with the State by submitting a resignation in writing to their supervisor or other appropriate member of management. Employees are generally expected to provide at least a two-week notice prior to their last day of work. Refer to the SHRA/CSS Employee Handbook for details.

CSS Employees

An employee expecting to terminate employment with the Clinical Support System is expected to give written “working” notice. Employees in mid-level management, senior supervisory, executive management, nursing, and physician extender CSS positions should give at least 4 weeks written “working” notice prior to the last expected workday. Employees in all other CSS positions should give at least 2 weeks written “working” notice prior to the last expected workday. “Working” notice is defined as actual days worked after submitting a notice of resignation. Refer to the CSS Employee Handbook for details.

DMSS Employees

Any DMSS employee expecting to terminate employment with the School of Dental Medicine is expected to give written “working” notice. (“Working” notice is defined as actual days worked after submitting a notice of resignation). Preapproved leave is not considered part of the working notice. The working notice period does not need to be continuous, but the total actual days worked must meet the minimum working notice period defined below. As is normally the case, any request for vacation or sick leave during this notice will be subject to management’s discretion but leave days will not count towards the working notice period, unless explicitly stated that they will count towards the working notice period by management. All DMSS employees should give at least 4 weeks written “working” notice prior to their last expected workday. Refer to the DMSS Employee Handbook for details.

Retirement

Employees participating in the State or University retirement program apply for retirement through the HR Benefits Office. The effective date of retirement is always the first calendar day of a month.

The HR Benefits Office recommends that employees:

  • submit retirement application to appropriate retirement program at least 90-120 days prior to their planned retirement date in order to ensure timely payment of the first retirement check
  • notify management of their intent to retire at least 60 days prior to their planned retirement date

For assistance with the retirement process, employees should contact their HR Benefits Consultant.

Refer to Retirement & Financial Planning for additional information.

Death

In the event of the death of an employee, the HR Benefits Office should be notified as soon as possible. The Benefits staff will provide information to the family regarding any benefits that may be available due to the death of the employee.

Reduction in Force

An employee may be reduced in force for reasons of shortage of funds or work, abolishment of a position, or other material changes in duties or organization. SHRA employees should refer to the Reduction in Force Policy and CSS employees should refer to the CSS Employee Handbook.

Dismissal

Dismissal refers to the following types of separations:

  • dismissal for cause
  • probationary dismissal
  • voluntary resignation without notice
  • unavailability and exhaustion of leave

Refer to the Separation Policy and Disciplinary Processes for information on these types of separations.

 

Separation Date

When a SHRA/CSS/DMSS employee resigns, the separation date is the last day the employee works.

  • If an employee is exhausting vacation leave prior to retirement or reduction in force, the date separated shall be the ending date of leave.
  • If an employee gives notice of a resignation then becomes ill, management has the discretion to allow an employee to exhaust sick/vacation leave through to the resignation date originally indicated. The separation date will be the resignation date.
  • Management also has the discretion to allow an employee to use vacation or other leave/paid time off prior to the set separation date only if the employee returns to work status on or before the separation date.

Separations must be processed by the department through PiratePort under HR Forms in time to meet payroll deadlines to ensure complete and proper approval and processing prior to generating the employee’s final paycheck.

 

Leave Payout Provisions

The leave payout provisions below are just an overview and apply only to employees separating from University employment for reasons described above (resignation, retirement, death or separation while on medical leave).  For additional information, employees should refer to their applicable employee handbook and/or policy.

An employee’s total final leave payment is subject to retirement contributions for eligible employees and is charged to the budget(s) from which the employee’s salary is paid.

The University may deduct any debts owed to the University from an employee’s final paycheck (for example, overdrawn leave at the time of separation).

Vacation Leave

Full-time permanent and time-limited employees receive a lump sum payout for accumulated vacation leave, not to exceed 240 hours (prorated for part-time permanent and time-limited employees).

  • Any vacation leave in excess of 240 hours or the prorated equivalent shall be forfeited.
  • Employees have the option to donate their excess leave to the voluntary shared leave program prior to their separation date. Refer to the Voluntary Shared Leave Policy for details.

CSS/DMSS employees who resign or are terminated during their probationary period may not eligible to be paid accrued vacation leave or legislative vacation bonus leave. 

Bonus Leave

Bonus leave may be eligible for a lump sum payout.  Refer to the Bonus Leave Provisions for details.

Longevity

Eligible employees receive a prorated longevity payment for the portion of the service year for which they were employed. Refer to the Longevity Policy for details.

Sick Leave

Sick leave is not paid out upon separation.

Sick leave will be reinstated if an employee returns to service in a leave earning position with a State agency or University, local government, public school, community college or technical institute within five years after separating from employment.

Accumulated sick leave can be used as creditable retirement service in the State Retirement System (TSERS).

  • For every 20 days of unused sick leave, one month of credit is allowed, and one additional month is allowed for any portion remaining provided it is at least one hour.
  • Unused sick leave is creditable service towards retirement if the employee applies and qualifies for retirement within five years of separation.

Compensatory Time

An SHRA employee shall receive a payout for any compensatory time remaining upon separation.

 

Exit Process

When an employee separates from the University, the employee’s supervisor will begin the exit process to assist with the transition. This process will provide the opportunity for both the employee and the employee’s supervisor to wrap-up any loose ends prior to the employee’s separation. Refer to the Exit Process for details.

 

Transfers

There are two types of employee transfers:

  • internal
  • external

An internal transfer refers to an employee transferring within ECU.

An external transfer refers to an employee transferring to another State agency, University, local government, public school, community college or technical institute with less than a 30-day break in service. External transfers must be processed by the department through PiratePort under HR Forms in time to meet payroll deadlines to ensure complete and proper approval and processing prior to generating the employee’s final paycheck.

 

Separation Date for Transfers

When a SHRA/CSS/DMSS employee transfers to another State agency, the separation date is the last day the employee works.

  • If an employee gives notice of the resignation then becomes ill, management has the discretion to allow an employee to exhaust sick/vacation leave through to the resignation date originally indicated. The separation date will be the resignation date.
  • Management also has the discretion to allow an employee to use vacation or other leave/paid time off prior to the set separation date only if the employee returns to work status on or before the separation date.

Transfers to another State agency must be processed through PiratePort under HR Forms in time to meet payroll deadlines to ensure complete and proper approval and processing prior to generating the employee’s final paycheck.

 

Leave Transfer Provisions

The leave payout provisions below are just an overview and apply only to employees transferring from a State agency or University, local government, public school, community college or technical institute to another eligible State institution or agency.

If eligible, an employee’s total final leave payment is subject to retirement contributions for eligible employees and is charged to the budget(s) from which the employee’s salary is paid.

The University may deduct any debts owed to the University from an employee’s final paycheck (for example, overdrawn leave at the time of separation).

Vacation Leave

When an employee transfers from SHRA/CSS/DMSS to SHRA/CSS/DMSS then leave shall be transferred.

When an employee transfers from SHRA/CSS/DMSS to EHRA then leave may be transferred subject to the receiving agency’s approval. Otherwise, employee shall be paid in a lump sum, not to exceed 240 hours (prorated for part-time employees).

Bonus Leave

Bonus leave may be eligible for transfer when an employee is transferring to another State agency subject to receiving agency’s approval.  Refer to Bonus Leave Provisions for details.

Longevity

If an eligible employee transfers between State agencies, the receiving agency shall pay the longevity payment based on the salary in effect on the eligibility date. Refer to the Longevity Policy for details.

Sick Leave

When an employee transfers from SHRA/CSS/DMSS to SHRA/CSS/DMSS then leave shall be transferred.

When an employee transfers from SHRA/CSS/DMSS to EHRA then leave may be transferred subject to the receiving agency’s approval. If EHRA is non-leave earning, sick leave may be transferred and held for future use should employee transfer back to SHRA/CSS/DMSS or it may be applicable toward retirement.

Compensatory Time

Compensatory time shall not be transferred to another State agency.

 

Exit Process

When an employee transfers within ECU or transfers to another state agency, the employee’s supervisor will begin the exit process to assist with the transition. This process will provide the opportunity for both the employee and the employee’s supervisor to wrap-up any loose ends prior to the employee’s transfer. Refer to the Exit Process for details.