EHRA Separations & Transfers

 

Separations

A separation occurs when an EHRA employee resigns from State employment, retires, is involuntarily separated, or dies. The Employment Policy for Employees Exempt from the State Human Resources Act details the provisions and procedures for the following types of separation:

  • resignation
  • retirement
  • death, or separation while on medical leave
  • discontinuation of appointment with notice or severance pay
  • expiration of term appointment
  • discharge for cause

Types of Separation

Resignation

EHRA employees are expected to provide adequate advance written notice, two weeks is considered professional courtesy, to their immediate supervisor. EHRA employees should contact their appropriate division office for any division specific requirements regarding resignation.

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.

Discontinuation of Appointment with Notice or Severance Pay

Employment within a covered position that is established by the letter of appointment to be employment at will is subject to discontinuation at any time at the discretion of the Chancellor or the Chancellor’s designee; provided, that such a discontinuation (as distinguished from discharge for cause) shall be subject to advance timely notice of discontinuation or the payment of severance pay, in calendar days, as follows:

  • During the first year of service, not less than 30 days prior to discontinuation of employment or the payment of severance pay for 30 days;
  • During the second and third years of service, not less than 60 days’ notice prior to discontinuation of employment or the payment of severance pay for 60 days; and
  • During the fourth and all subsequent years of continuous service, not less than 90 days’ notice prior to discontinuation of employment or the payment of severance pay for 90 days.

Expiration of Term Appointment

Senior Academic and Administrative Officers: Employment within an SAAO position that is established by a letter of appointment dated prior to December 1, 2004, to be for a stated definite term, expires automatically at the conclusion of the stated term; however, such an appointment may be renewed at the option of the employer on an employment at will basis.

IRIT: Employment within a covered position that is established by the letter of appointment to be for a stated definite term expires automatically at the conclusion of the stated term; such an appointment may be renewed at the option of the employer.

If the employer intends not to renew the employment, the following pertains:

  • To an employee with a term of one year or less, no notice of intent not to renew shall be required;
  • To an employee with a term of more than one year but less than four years, notice of intent not to renew shall be transmitted in writing at least 60 calendar days prior to the expiration date of the term; or
  • To an employee with a term of four years or more, notice of intent not to renew shall be transmitted in writing at least 90 days prior to the expiration date of the term.

Separation Date

When an employee resigns, the separation date is the last day the employee works.

When an employee retires, the separation date is the last day the employee works or the last day of paid leave if the employee receives approval from their department to exhaust leave prior to retirement.

If an employee is exhausting approved sick/vacation leave for medical reasons and then resigns or dies before returning to work, the separation date is the date the employee resigns or dies.

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 eligible EHRA employees separating from University employment for reasons described above (resignation, retirement, death or separation while on medical leave).  Faculty are not eligible to receive leave payouts.

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

EHRA Non-Faculty and SAAO Tier II

An employee in a covered position who has accrued unused annual leave upon discontinuation of employment with the University and who is not eligible to transfer such accrued leave to another State or local governmental agency, shall be paid for such unused annual leave. The amount paid to an employee who has been employed an aggregate of 24 months or less by one or more State or local governmental agencies is equal to one day for each month worked less the number of days of annual leave taken during the employment period. An employee who has been employed for more than 24 months shall be paid subject to a maximum of 30 such days.

SAAO Tier I

Tier I SAAO who has accrued unused leave upon discontinuation of employment from the University and who is not eligible to transfer such accrued leave to another State or local governmental agency, shall be paid for such unused annual leave subject to a maximum of 30 such days.

Bonus Leave

Bonus leave may be eligible for a lump sum payout.  Refer to the Bonus Leave Provisions 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 eligible non-exempt employee shall receive a payout for any compensatory time remaining upon separation.

Exit Process

When an EHRA employee separates from the University, the employee’s supervisor or division representative 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.

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 EHRA employee transfers leave may be transferred subject to the receiving agency’s approval.  Otherwise, the employee shall be paid in accordance with existing leave policies.

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.

Sick Leave

When an EHRA employee transfers leave may be transferred subject to the receiving agency’s approval.

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 or division representative 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 or division representative to wrap-up any loose ends prior to the employee’s transfer. Refer to the Exit Process for details.