Employee Separation

Policy No: 1006

Effective Date: 11/01/07

Revised Date: 10/26/10

Reviewed Date: 10/26/10

Employee Separation Policy

Including Office/Service, Managerial/Professional, Transfer within the University of Nebraska System, Retirement, Reduction-in-Force, Termination for Cause, Death, Resignation Dates and Holidays and Leaves, Payroll, and Return of University Equipment

Purpose

1.1-To establish a policy regarding Employee Separation for UNMC employees.

Scope

2.1-The UNMC Employee Separation policy is applicable to all UNMC Office/Service and Managerial/Professional positions. This policy is not applicable to Faculty, Academic Administration, and Other Academic positions.

Basis of the Policy

3.1-Federal law, State Law, administrative practices of Central Administration, and Board of Regents policy, section 3.5 and 4.4.1 are the basis of the Employee Separation Policy.

Authorities and Administration

4.1-Human Resources, Employee Relations Division is responsible for all aspects of the employee separation process for employees classified as “Non-Academic”, otherwise designated as “Office/Service” and “Managerial/Professional."

4.2-The Vice Chancellor of Business and Finance, upon the advice and consultation from the Council of Business Officers, is responsible for the content of the employee separation policy.

4.3-The Employee Relations Division is available for consultation on any employee separation. There are circumstances which require Employee Relations Division involvement.

Policy

5.1-Equal Employment Opportunity

The University of Nebraska Medical Center declares and affirms a policy of equal educational and employment opportunities, affirmative action in employment, and nondiscrimination in providing its services to the public. Therefore, the University of Nebraska Medical Center shall not discriminate against anyone based on race, age, color, disability, religion, sex, national or ethnic origin, marital status, genetic information, sexual orientation, political affiliation, Vietnam-era veteran status, or special disabled Veteran status. Sexual harassment in any form, including hostile environment and quid pro quo, is prohibited.

5.2-Preface

Office/service and managerial/professional employees shall not have a property interest in continuing employment by UNMC except and only to the extent of the advance notice prescribed below which UNMC is required to give to terminate the employment relationship or the term stated in a written position appointment or written contract of employment, whichever is longer. Unless otherwise expressly stated in a written appointment to a position or in a written contract of employment duly approved and executed by UNMC, regular office/service and managerial/professional employees are considered employees at will, and either UNMC or the employee may terminate the employment relationship as provided below.

NOTE: Any action to dismiss an employee requires prior approval from Employee Relations, Human Resources.

5.3-Office/Service

Regular office/service employees who voluntarily terminate their employment shall give at least two weeks advance notice to UNMC. In absence of a written appointment or contract of employment providing otherwise, UNMC may dismiss regular office/service employees by giving at least two weeks advance written notice of termination, except in cases of termination for cause under UNMC Policy No. 1098, Corrective and Disciplinary Action where termination of employment by UNMC may occur immediately or with less than two weeks notice.

5.4-Managerial/Professional

Employment of regular managerial/professional employees will terminate in accordance with the time stated in writing in an appointment to a managerial/professional position or in a written contract of employment; provided, if no time is stated in writing in an appointment or in a written contract of employment, employment may be terminated by either party giving the other party at least ninety days advance written notice of termination, except in cases of termination for cause under UNMC Policy No. 1098, Corrective and Disciplinary Action where termination of employment by UNMC may occur immediately or with less than ninety days notice.

5.5-Transfer within the University of Nebraska System

An employee who is transferring to another campus of the University is expected to give the same notice period required for resignation.

5.6-Retirement

Employees who wish to retire must meet the requirements (currently: age 65 or older or age 55 with 10 years of service) and must provide the same notification period as for resignation.

It is the employee’s responsibility to contact the UNMC benefits office at 402/559-5911 or 402/559-4340, to ensure that the retirement process is initiated.

5.7-Reduction-in-Force

A reduction-in-force may be effected due to insufficient funds or program readjustment.

For additional information, contact Human Resources, Employee Relations, 402/559-2710, or see the UNMC Policy No. 1028, Reduction-in-Force Policy.

5.8-Termination for Cause

UNMC employees are required to meet certain standards of work performance and workplace behaviors/conduct. When employees do not meet specified standards, corrective and disciplinary actions for performance deficiencies or for unacceptable workplace conduct, up to and including termination for cause, may be warranted.

Managers and/or departments are required to contact UNMC Human Resources – Employee Relations at 402/559-2710 or 402/559-4371, prior to beginning the termination process, to ensure the UNMC procedure is followed.

Persons dismissed for cause from UNMC or from any University of Nebraska campus are not eligible for rehire without prior approval of Human Resources. Persons leaving UNMC while under corrective action or those whose performance is documented as below satisfactory may not be eligible for rehire. Persons dismissed for gross misconduct from UNMC or from any University of Nebraska campus are not eligible for re-hire at UNMC. Questions relative to an applicant’s eligibility for re-hire should be directed to Human Resources.

For additional information, contact Human Resources, Employee Relations, 402/559-2710 or 402/559-4371, or see UNMC Policy No. 1098, Corrective and Disciplinary Action.

5.9-Death

In the case of the death of an employee, please contact UNMC Human Resources – Employee Relations at 402/559-2710 or 402/559-4371 for guidance.

5.10-Additional Exceptions to Notice Requirements

Additional exceptions to the foregoing notice requirements for termination of employment of both office/service and managerial/professional employees are as follows:

• An employee on original probation may be separated without advance notice.
• A temporary or on-call employee may be separated without advance notice.
• An employee may be granted pay in lieu of the required notice in cases of separation of employment at the will of UNMC.
  

5.11-Resignation Dates and Holidays and Leaves

The last day worked by an employee will be the resignation date. An employee may not use vacation or sick leave to be paid for a holiday occurring after the last day worked. Payment for accrued vacation will be included in the employee's final paycheck.

5.12-Payroll

The employee’s final paycheck will include all accrued but unused vacation, floating holiday, and banked holiday hours. The final paycheck will follow the normal payroll cycle.

In the case of death of an employee contact Payroll at 559-7460.

5.13-Return of University Equipment

Prior to separation, employees shall return to their departments their staff identification cards, keys, and other UNMC property. It is the intent of the University of Nebraska Medical Center to ensure that the assets of the organization are protected and that there is a defined process for transition, whenever an employee is separated from UNMC.

The department or unit is responsible for following the separation procedures, including but not limited to:

1. Update the employee’s status in SAP.
2. Complete the Employee Exit Checklist and place completed checklist in departmental personnel file.
3. Return of all UNMC property (i.e., corporate credit card, pager, cellular phone, computer equipment, books, radiation badge and employee ID badge).
4. Remove access to computer systems such as e-mail, data files, voice mail/audix, and building access.
5. For employees with active compliance protocols for Human Subjects, Vertebrate Animals, or Biosafety, the department must contact the Office of Regulatory Affairs.
6. For employees with active sponsored programs (e.g., grants or contracts), the department must contact Sponsored Programs Administration.
   

Equal Employment Opportunity

6.1-The University of Nebraska Medical Center declares and affirms a policy of equal educational and employment opportunities, affirmative action in employment, and nondiscrimination in providing its services to the public. Therefore, the University of Nebraska Medical Center shall not discriminate against anyone based on race, age, color, disability, religion, sex, national or ethnic origin, marital status, genetic information, sexual orientation, political affiliation, Vietnam-era veteran status, or special disabled Veteran status. Sexual harassment in any form, including hostile environment and quid pro quo, is prohibited.

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