THE UA LIBRARIES &
CENTER FOR CREATIVE PHOTOGRAPHY
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
UA Libraries & Center for Creative Photography Termination Procedures and Pay Guidelines
___ 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.
___ Leaving
Employment prior to Retirement: 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, team accountant and HROE team. The Resignation Letter must include intent to
resign, last day of work and reason for resignation.
___ Employee reviews the
UA Libraries & Center for Creative Photography Termination Procedures and Pay Guidelines and discusses
questions with his/her supervisors. Guidelines
are available at: (insert HROE website).
___ 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 on Employee Link
in order to receive Benefits information and W-2. Employees can access Employee Link at https://emplink.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 team accountant http://intranet.library.arizona.edu/teams/partners/abacs/.
For information on Library fines, please
contact Main Library Express Document Center at 621-4863.
___ Employee returns parking permit to UA Parking
and Transportation. For information
regarding refund and return process, please contact Parking and Transportation
Services at 626-7275 or visit them at 1117 East Sixth Street.
___ Employee returns Campus Recreation ID card to
Campus Recreation Center. For
information regarding refund and return process, please contact the Campus
Recreation Center at 621-4709.
___ Employee schedules appointment with team accountant
to review vacation payout and sign Termination Report. Team accountant information is at: http://intranet.library.arizona.edu/teams/partners/abacs/.
___ Employee schedules Exit Interview with either
HROE representative or dean of Libraries. Contact HROE at 621-6429 for an appointment.
___ Any questions? Contact HROE at 621-6429 or 621-6425.