SEPARATION OF EMPLOYMENT
If a continuing, unclassified, unrepresented employee's appointment is being terminated, they will be notified at least 90 calendar days prior to the termination date established in the notice. The appointing authority of the unclassified employee is the informing agent. In an instance where the appointment was issued for a specified term, no notice is required and the last day of that term will be the termination date of the employee's appointment. (Policy 3342-6-05)If the employment of a classified, unrepresented person is not being continued, they will receive a letter of termination and will have an opportunity to appeal the decision to the State of Ohio Personnel Board of Review.
Employees who plan to resign or retire should prepare a letter of intent to retire or complete, sign and provide their supervisor with a Notice of Voluntary Resignation form, which may be found in the HR Forms Library (www.kent.edu/hr/forms). Upon receipt, the supervisor or designee should initiate the Notification of Voluntary Separation (NOVS) Workflow available in the MyAction Items tab in FlashLine.
Retiring employees should prepare a letter of intent to retire or complete, sign and provide their supervisor with a Notice of Voluntary Resignation form, which may be found in the HR Forms Library (www.kent.edu/hr/forms). Upon receipt, the supervisor or designee should initiate the Notification of Voluntary Separation (NOVS) Workflow, available in the MyAction Items tab in FlashLine.
A classified civil service employee may be laid off due to a temporary lack of work or lack of funds expected to last less than 12 months, or as a result of the abolishment of a position. A lack of work, for purposes of layoff, means a department has a current or projected temporary decrease in the workload which requires a reduction of current or projected staffing levels. A lack of funds means a department has a current or projected deficiency of funds to maintain current levels, or to sustain projected levels of staffing or operations. Abolishment is defined as the deletion of a position or positions from a department or the university for lack of continued need for the position or positions. An abolishment is expected to last more than 12 months.TERMINATING EMPLOYEE CHECKLIST
IMPACT OF SEPARATION OF EMPLOYMENT ON BENEFITS
All accrued compensatory time will be paid to an eligible employee upon termination of employment at the employeeâ€™s regular rate of pay at termination. (Policy 3342-6-07.9)
An employee who transfers from one public agency to another, or who is reappointed or reinstated, or who transfers from one state department to another, may transfer the unused balance of accumulated sick leave, provided the time between separation and reappointment does not exceed 10 years.
Upon retiring from active service with the university after 10 or more years of service with the state, an employee may elect to be paid for one-fourth of their accrued, but unused, sick leave, not to exceed 30 days. This payment will be based upon the employee's rate of pay at the time of retirement. Upon accepting such payment, all sick leave credit accrued up to that time will be eliminated. Such payment will be made no more than once to any employee. (Policy 3342-6-11.1)
If an employee dies while actively employed by the university, and had 10 or more years of state service, payment for one-fourth of the accrued, but unused, sick leave to the employeeâ€™s credit will be made, not to exceed 30 days. This payment will be based on the employeeâ€™s rate of pay at the time of death. The cash conversion of unused sick leave credit shall be paid in accordance with section 2113.04 of the ORC (release of decedents' wages without administration), or to the estate of the decedent. (Policy 3342-6-11.1)
Individuals who elect this continued coverage are required to pay the entire premium for coverage up to 102 percent of the plan cost (established by the insurance company) directly to the insurance company.
This coverage may continue for up to 18 months for employees or up to 36 months for dependents and is available for terminating employees, divorcing spouses, or children who reach age 25 while still covered. Information about how to purchase COBRA benefits will be sent to an employee when there is a termination of employment.Life Insurance
An ARP (Alternative Retirement Plan) participant may request a rollover of their account, or the provider may distribute the entire vested account to the participant (an ARP participantâ€™s entire account balance is 100 percent vested). Please contact your ARP provider for complete guidance in requesting a distribution or rollover.Vacation
In case of death of an employee, unused earned vacation leave, up to a maximum of that amount of vacation which may be earned in a three-year period, will be paid in accordance with the provisions of section 2113.04 of the ORC. (Policy 3342-6-11.7)
Tuition benefits will be continued for spouses or children of employees who die while actively employed full-time at the university as long as the employee has at least 18 months of continuous service and was eligible for a survival benefit, or an employee who is retired on disability from OPERS or STRS. (Policy 3342-6-09.1)
Tax-Deferred Annuity (TDA)
Upon termination of employment, a participant may request a distribution of his/her account, which is 100 percent vested, although other options may be available. Please consult your TDA provider for complete guidance in requesting a distribution.
RETURNING UNIVERSITY PROPERTY
Upon terminating employment with the university, employees shall return all company property (keys, credit cards, books, equipment, passwords, etc.) to their immediate supervisor. Failure to do so may result in withholding of the employeeâ€™s earnings, vacation and/or sick leave conversion. The Terminating Employee Checklist (www.kent.edu/hr/forms) is available to aid this process.