To outline University procedures for voluntary termination, initiated by an employee, in accordance with Board of Trustees Classified Employee Handbook, PB 62; Board of Trustees Series 35, and the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA).
Resignation is a separation initiated by the employee. The employee should submit a signed and dated resignation letter or statement to their immediate supervisor. The termination date will be the last day the employee was present at work or the last day of an authorized charge to leave. The terminal leave period will be considered as the time from the employees last actual day of work through their last day on the payroll.
Resignations will be regarded as permanent and the individual will, as of the termination date, forfeit all eligibility for continued service and benefits in accordance with University and Board of Trustees policies, contracts, and state and federal laws.
Classified employees must provide two weeks written notice before termination of employment. Exempt employees should normally give one month’s advance notice if possible. With the supervisor’s permission an employee may provide shorter notice.
If an employee provides verbal rather than written notice of their intention to terminate employment, the employee’s supervisor will have a written resignation prepared and signed by the terminating employee. A copy of the written resignation letter will be forwarded to the Division of Human Resources.
An employee is expected to be present and functioning at their position as scheduled throughout the two week notice period, unless this requirement is waived by the immediate supervisor.
Employees are also expected to settle any outstanding bills or monetary commitments to the University, such as parking tickets, library fines, etc. Additionally, all university property, equipment, identifications cards, keys, documents, etc. must be returned to the appropriate individuals, on or before the employees last day physically at work.
Failure by the employee to meet these obligations will result in the employee leaving the University in poor standing and may result in unfavorable consideration for re-employment at the University.
An employee is entitled to compensation for accumulated annual leave at the termination of service. Upon termination an employee may opt to be paid a lump sum amount for their remaining accrued and unused annual leave. This lump sum payment may not exceed twice the annual leave amount accrued in any twelve month period. Alternately an employee may choose to remain on the payroll, until the annual leave accrual is exhausted.
No annual or sick leave will be earned by an employee during a terminal leave period.
Federal law (COBRA) requires that employees be offered continuation of health benefits when terminated for any reason, other than gross misconduct. Benefit eligible employees must sign a PEIA termination form upon termination. The PEIA termination form will be provided to the employee by the immediate supervisor/HR contact. The immediate supervisor/HR contact will assist the employee in completing the form and return the completed (signed and dated) form to the Benefits Unit in the Division of Human Resources. Employees who resign/quit without notice must be sent a PEIA termination card by certified mail within thirty (30) days of his/her last day on the payroll. Employees may also be eligible for COBRA with the suplemental health plan and Mountaineer Flexible Benefits plans.
Employees should also contact the Benefits Office regarding options and the status of their retirement account. All employees who resign and/or terminated from employment at West Virginia University will not be given the option of choosing another retirement plan or withdrawing monies, if the individual is rehired by WVU within 45 days from the receipt of the final paycheck.
An employee with a pending legal action related to his/her termination as the result of a grievance or suit, shall not be eligible to withdraw monies from his/her retirement account until termination status has been finalized.
Additional information or questions regarding employee or notification requirements should be directed to the Employee Relations Unit in the Division of Human Resources at 293-5700×5. Questions regarding employee entitlements at termination/resignation should be directed to the Benefits Unit in the Division of Human Resources at 293-5700×4.
EFFECTIVE DATE: August 1, 1999
WVU POLICY REFERENCE: http://www.hr.wvu.edu/policies/wvu_hr_39_resignation_policy