| Topics: | |
| Overview Pay Due Leaves Procedure Death Dismissal |
Layoff Removal from initial trial service Resignation Retirement Transfer to another OUS institution Terminating a Position |
References:
SEIU & GCIU Labor Agreements (HR site, Employee & Labor Relations)
Employee Checklist (A helpful tool when terminating employees)
Banner Access Form (BAF) (Send form to Computing Center to terminate access.)
When an employee leaves a job it is necessary to terminate the job record. The department should contact the HR Records Section.
Under Oregon Revised Statutes (ORS 652.140) we, as the employer, have an obligation to pay within the following time lines:
| Circumstance of Separation | Pay Due* |
| Employee terminates with 48 hours prior notice | Immediately upon termination |
| Employee terminates without notice | Within five working days of termination |
| Employee is discharged | Immediately upon termination |
Compensatory time earned may have to be paid out using the LPC earn code.
*You may have to request a manual check in order to meet these due dates!
SEIU Contract, Article 40 - Sick Leave
Section 4. Restoration of Sick Leave Credit. Employees who have been separated from OUS service and return to a position in the bargaining unit within two (2) years shall have unused sick leave credits accrued during previous employment restored.
Section 5. Transfer of Accruals. An employee shall have all of his/her accrued sick leave credits transferred when the employee is transferred to a different university/college.
SEIU Contract, Article 49 - Vacation Leave
Section 11. Authorization of Use. Upon transfer of an employee with six (6) full months of OUS service to a different university/college covered by the Agreement, the employee may elect to have a maximum of eighty (80) hours of accrued vacation credits transferred to the gaining university/college, except the gaining university/college may agree to accept a greater amount of accrued vacation credits. The employee shall be paid in cash for that portion of accrued vacation credits not transferred.The employee's accrued, unused compensatory time balance is the liability of the losing department and is paid out prior to the employee transfer.
SEIU Contract, Article 49 - Vacation Leave
Separation of an employee may fall on any given day of the month, either as designated by the employee in his/her letter of resignation or by the university/college in the notice of involuntary separation.
(c) Separating employees who are eligible, will be paid for accumulated vacation leave and compensatory time at the hourly rate equivalent to his/her base rate at the time of separation. An employee shall not be eligible for vacation pay-out upon separation unless the employee has completed six (6) full calendar months or the equivalent.
Upon notification of an employee's intent to resignplease request a letter of resignation and attach it to the terminal PRF.
The department must submit a PRF form to HR. If approved HR will forward the PRF to the Payroll Office.
The department should contact the Payroll Office, HR Records Section and Benefits Section. The department should use the LPV earn code to pay out the employee vacation balance. Payroll must manually increase the employee vacation balance before the time entry window, otherwise the final month accrual will not be available for pay out.
Employees in initial trial service are not eligible to receive a pay out of banked vacation hours.
Note: Employee's often have more than one appointment or job. They may have been assigned a pooled position number for department head, or a Temporary appointment. It is important that you include in the remarks area of the PRF all other position numbers held by the employee and indicate if and when each appointment will end.
The department will pay off vacation up to 250 hours and all compensatory leave outstanding on the employees last payroll using the LPV and LPC earn codes in PHAHOUR.
*If the employee is a BANNER user submit aBanner Access Form (BAF) to Information Services to terminate their user account.
The department should notify Human Resources Records and Benefits Sections immediately. The date of death should be included on the PRF.
Employees may be dismissed for just cause. In all cases this requires consultation with the Employee Relations Manager. Dismissal can only be carried out by the appointing authority.
SEIU Contract, Article 17 - Discipline and Discharge
Layoff
A layoff is a separation from service for involuntary reasons. A layoff may occur because of position elimination, change in FTE between part-time and full-time, or change between academic year, 12 month, seasonal, or intermittent status. See the employee status change page.
SEIUrepresentedemployees must be given written notice from HR at least fifteen 15 calendar daysbefore the effective date, stating the reasons for the layoff and GCIU employees must be given at least 10 working days notice.The employee responds by either accepting layoff, or invoking their rights under the collective bargaining agreement.For more detail see the HR layoff page.
SEIU Contract, Article 51 - Layoff
Removal from initial trial service
The initial trial service period is an extension of the selection process and is the time immediately following appointment. Trial service employees may be removed from service when the employee is unable or unwilling to perform their duties satisfactorily or their habits and dependability do not merit continued service. This action may only be taken by the appointing authority.
The employee may resign at any time. Whenever possible, UO requests that employees give at least 2 weeks notice and submit their resignation in writing.
Retirement
Employees who are at least 55 years of age, or have 30 years of service may elect to retire from the UO.
The employee and department should consult with the HR Benefits Section.
The employee notifies the department and submits a letter of resignation.
Transfer to another OUS institution
Employees may transfer to other OUS institutions.
The employee notifies the department and submits a letter of resignation.
Under the previous system, we did not terminate positions because the number of positions was strictly controlled. Under the new system, OUS will control FTE instead of positions. Therefore, it makes sense to terminate a position when there is no intention of ever filling it.See Position Changes for additional information.