PIM 34: Notice of Separation

Notice of Separation

Dated: Nov. 15, 2017

Category: Benefits

Contact: Benefits Director – ext. 0649

General

The separation notification procedures described below are applicable to employees in the following permanent, probationary and temporary positions: Staff Exempt from Human Resources Act (EHRA), Subject to Human Resources Act (SHRA), and Faculty.

The University has a responsibility to inform each employee separating of certain rights protected by Federal legislation. Non-compliance with such laws can result in costly penalties, which is why it is very important to follow the established policies/procedures when a faculty or staff member is about to separate from employment.

Procedure

Full Separation (Separating from all positions at UNC Charlotte)

Employee Action:

Supervisor Action:

  • Instruct employees to complete the Employee Separation Form (includes option to submit a letter of resignation). You may also complete this form on behalf of the employee.
  • Instruct employees to turn all keys assigned to them in to the Lockshop before leaving the University.
  • Collect any other University equipment/property from the employee at separation.

Business Officer/Department Administrator Action:

  • Instruct the employee/supervisor to complete the Employee Separation Form (includes option to submit a letter of resignation).
  • Take additional actions noted below based on the type of position:
    • Faculty – Academic Affairs will complete the PD-7 Form and submit to Human Resources
    • Staff Exempt from Human Resources Act (EHRA) – Business Officer/Department Administrator will complete the PD-7 Form and submit to Human Resources
    • Subject to the Human Resources Act (SHRA) – No additional form is needed

Partial Separation (Separating from some but not all positions at UNC Charlotte)

Employee Action:

  • Consult with your supervisor for instruction

Supervisor Action:

  • Consult the business officer/departmental support associate for instruction.
  • Complete the Notice of Partial Termination for SHRA Employees.

Business Officer/Department Administrator Action:

  • Faculty – Academic Affairs will complete the PD-7 Form and submit to Human Resources
  • Staff Exempt from Human Resources Act (EHRA) – Business Officer/Department Administrator will complete the PD-7 Form and submit to Human Resources
  • Subject to the Human Resources Act (SHRA) – Instruct the supervisor to complete the Notice of Partial Termination for SHRA Employees

Reporting

  • Separations reported by employees/supervisors through the designated system/form triggers notification to other departments to take action(s) as needed, such as Human Resources; Payroll; Parking Services; the Library, etc. This facilitates a smooth exit and relieves individual departments of the notification burden.

Departmental Personnel Records (after separation)

  • Forward SHRA employee records to the Department of Human Resources
  • Forward Faculty employee records to the Office of Academic Affairs
  • Forward Staff Exempt from Human Resources Act (EHRA) employee records to the Department of Human Resources

Other separations/employment changes:

  • Retirements – Reference Retirement Planning for instruction.
  • Changing Positions within UNC Charlotte – Contact benefits@charlotte.edu /704-687-8134
  • Separating from Student Position(s) – Contact departmental administrator

This Personnel Information Memorandum supersedes PIM-34 dated October 17, 2012

PIM Number: 34

PIM Category: Benefits