THE UNIVERSITY OF ARIZONA LIBRARIES
EMPLOYEE SEPARATION CHECKLIST
Employee Separation Information:
___ All Library employees are required to be present at work from the date of notice through the date of departure and follow team notification procedures for vacation and sick leave during this interim period. View the University Libraries Termination Procedures and Pay Guidelines (3/20/12).
___ Vacation Leave Payout: An eligible employee who resigns, is laid off or discharged is paid for accumulated vacation hours not to exceed the amount earned in one year. A Classified Staff who is employed at 1.0 FTE with two (2) years of service is eligible for 11 days (88 hours), three (3) & four (4) years of service for 16 days (127 hours) and 5 or more years of service up to 22 days (176 hours). An Appointed Personnel is eligible to receive up to 22 days (176 hours) of vacation pay. For information related to vacation eligibility view Classified Staff Vacation Policy #200.0 or Appointed Personnel Annual Leave UHAP Policy #8.01.01.
___Sick Leave Payout (Resignation): An employee who resigns is not eligible for payment of accumulated Sick Leave. If a Regular Classified Staff is still on initial probation at the time of departure, any Sick Leave used must be recovered from the final paycheck. For more information, view the Classified Staff Sick Leave Policy #201.0 or Appointed Personnel Sick Leave UHAP Policy #8.02.01.
___ Sick Leave Payout (Retirement): An employee who is eligible for retirement and has accumulated at least 500 hours (up to 1500 hours) may be eligible for payment of accumulated Sick Leave over a 3-year period. For more information, view the Classified Staff Policy #202.0 - Accumulated Sick Leave Payment for Retiring Regular Classified Staff or Appointed Personnel Sick Leave UHAP Policy #8.02.01.
___ Compensatory Time: A non-exempt Classified Staff employee who leaves employment and has a Compensatory Time balance at the time of departure will be paid the unused comp balance at his/her most recent rate of pay in the final paycheck. For more specific details, see Classified Staff Policy #311.0 - Overtime/Compensatory Time.
___ Current Benefits: Employee coverage of benefits will terminate unless he/she is a benefits eligible retiree. Generally, the last day of insurance coverage is determined by the last day worked. If the last day worked is between the 1st and 15th of the month, benefits will be effective through the 15th. If the last day worked is between the 16th and the last day of the month, benefits will be effective through the last day of the month.
___ Benefits Continuation: An employee may be eligible to continue to purchase certain benefits after leaving employment. Upon loss of coverage for him/her and/or eligible dependent(s), a COBRA notification packet will be mailed to the employee’s home address within 14 days of the date Benefits Services receives official confirmation of separation from employment. An eligible individual has 60 days from the date of notice to elect COBRA coverage, which is effective retroactive to the last day of coverage under the State of Arizona group plan. An employee then has an additional 45 days from the date of COBRA election to make the first premium payment. For additional COBRA information view HR website: http://www.hr.arizona.edu/cobra_benefits.
___ Accrued Retirement Plan Funds: An employee who terminates prior to retirement may choose to do one the following:
1. Request a refund of your employee contributions plus accrued interest.
2. Roll over your account to another qualified retirement program.
3. Leave your account on deposit with the Arizona State Retirement System (ASRS).
Please note that there must be 21 days between the last day of employment and the beginning of new employment with an ASRS employer before the ASRS considers the employee to be "terminated" for refund or rollover purposes. If the employee is hired with another ASRS employer within 21 days of leaving employment, the ASRS will not refund his/her contributions.
___ Retirement: An employee planning on retiring must contact his/her applicable retirement plan or tax sheltered annuity plan approximately 6 months prior to the retirement date. Please note that the beginning date of retirement cannot be any earlier than the first day following the conclusion of active payroll status. Information related to Arizona State Retirement plan can be viewed at: http://www.asrs.state.az.us/. Retirement plans for Appointed Personnel can be viewed at: http://uhap.web.arizona.edu/chap10.html#10.02.
Employee Separation Process:
___ Employee forwards Resignation Letter to team leader and copies the dean, Accounting Specialist Mary Simons and HROE team. The Resignation Letter must include intent to resign, last day of work and reason for resignation. Meet with supervisor to discuss transition plan.
___ Employee reviews the University Libraries Termination Procedures and Pay Guidelines and discusses questions with his/her supervisors. Guidelines are available at: http://intranet.library.arizona.edu/teams/hroe/emppolicies/documents/TerminationProceduresandPayGuidelines032012_000.doc.
___ Employee cancels meetings, training sessions or seminars that have been scheduled for a time following separation date and works with his/her supervisor to achieve a smooth transfer of duties.
___ Employee updates home address in UAccess in order to receive benefits information and W-2. Check Employee/Self Service at http://uaccess.arizona.edu/.
___ Employee pays outstanding fees (travel advances, operational advances, library fees and parking tickets) before his/her last day of work. For information on travel/operational advances, please contact Accountant Lidia Barcelo-Burkey. For information on Library fines, please contact Main Library Express Document Center at 621-4863.
___ Employee schedule appointment with Accounting Specialist Mary Simons to review vacation payout.
___ Employee returns Parking Permit to UA Parking & Transportation. For information regarding refund and return process, please contact P&T Services at 626-7275 or visit them at 1117 East Sixth Street.
___ Employee returns all UA and/or UAL equipment and materials such as laptops, phones, issued during the course of employment. Return cell phones and accessories to Accountant Edie Batiste.
___ Employee returns all UA keys (buildings, offices, vehicles) to the UA Facilities Management's Key Desk at 1533 E. Helen Street (Phone 621-1612 6 am-3 pm) for a receipt to be turned in to Hayri Yildirim, along with any UAL keys (desk, file cabinets, etc.).
___ Employee returns Campus Recreation ID card to Campus Recreation. For information regarding refund and return process, please contact the Rec Center at 621-4709.
___ Employee schedules Exit Interview with either a HROE representative or the dean of Libraries. Contact HROE at 621-6429 for an appointment.
___ Any questions? Contact HROE at 621-6425.
(3/20/12)