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REQUIREMENTS AND POLICIES MANUAL

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Separation from Employment Policy

    Title:

    Separation from Employment Policy

    Publication date:

    4/25/2012

    Effective date:

    1/3/2011

    BRIEF

    Policy Summary

    Employees who plan to resign from Berkeley Lab employment are requested to give their supervisors two weeks' or more advance notice of the planned resignation, when possible, to enable prompt recruitment of replacements. The supervisor must immediately acknowledge in writing the employee's intention to resign.

    This policy also provides information when an employee is terminated due to security reasons or the employee’s death.

    Who Should Read This Policy

    This policy applies to all employee classifications: Career, Term, Postdoctoral Fellow, Limited, Visiting Researcher, Faculty, Rehired Retiree, Graduate Student Research Assistant (GSRA), and Student Assistant.

    This policy applies to nonrepresented employees. Represented employees should consult their collective bargaining agreement (CBA).

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    For more information, contact your division's Human Resources (HR) Center.
    Feedback on HR policies or procedures is welcomed. Send comments to HRpolicies@lbl.gov.

    Title:

    Separation from Employment Policy

    Publication date:

    4/25/2012

    Effective date:

    1/3/2011

    POLICY

    A. Purpose

    This policy provides guidance to employees and to supervisors on how to manage an employee's voluntary separation from employment. This policy also provides information when an employee is terminated due to security reasons or the employee’s death.

    B. Persons Affected

    This policy applies to all Berkeley Lab employees.

    C. Exceptions

    Request for exceptions that exceed what is allowed under current policy or that are not expressly addressed by current policy are considered exceptions to policy. A request for an exception to policy requires, at minimum, the Chief Human Resources Officer (CHRO) approval.

    D. Policy Statement

    1. Resignation: Employees who plan to resign from employment at Berkeley Lab are requested to give their supervisors two weeks' or more advance notice of the planned resignation, when possible, to enable prompt recruitment of replacements.  The supervisor must immediately acknowledge in writing the employee’s intention to resign.
    2. Termination by Death
      1. Upon the death of an eligible employee, University of California employee death benefits will be paid in accordance with University policy. (See Basic Death Payment and Death Payment at http://atyourservice.ucop.edu/forms_pubs/misc/survhb_emps.pdf). This payment is in addition to any other benefit provided under a pension or retirement plan in effect for the deceased person.
      2. The date of an employee's death is also the effective date of termination from Laboratory service. Payment of salary or wages and vacation credit due to a deceased employee is made to the employee's estate or the heirs-at-law, in accordance with California state law. Determination of whether to pay the amount due to the estate or the heir(s) is based on the nature and value of the estate and the amount due. When the amount due is less than $3,000, direct payment to the heir(s) is often permissible.
    3. Security Terminations: Employees who are terminated for security reasons at the request of the Department of Energy (DOE) may be given, with the approval of DOE, payment for up to 20 working days in lieu of advance written notice of such termination.

    E. Roles and Responsibilities

    Role

    Responsibility

    Chief HR Officer (CHRO)

    Has the functional responsibility for this policy

    Employees

    Have the responsibility to adhere to the provisions of this policy

    HR Department

    Has the responsibility to advise management and employees on how to comply with this policy

    Managers and Supervisors

    Have the responsibility to adhere to the provisions of this policy

    Roles, responsibilities, authority, and accountability are documented in applicable procedures.

    F. Definitions/Acronyms

    None

    G. Recordkeeping Requirements

    Role

    Responsibility

    Human Resources Department

    Will maintain employment records

    H. Implementing Documents

    Audience

    Document Number

    Document Title

    Type

    All Laboratory Staff

    02.12.001.001

    Termination Checkout Sheet

    Form

    All Laboratory Staff

    02.12.001.002

    Termination Confirmation to Employee and Supervisor from HR

    Form

    All Laboratory Staff

    02.12.001.003

    Termination Process Guide

    Process

    All Laboratory Staff

    n/a

    Retirement Plaques

    Web site

    Managers and Supervisors

    02.12.001.008

    Managers and Supervisors Responsibilities under the Separation from Employment Policy

    Process

    Managers and Supervisors

    02.86.001.001

    Supervisor Responsibilities at Berkeley Lab (BLI0117) (mandatory for new supervisors)

    Training

    Managers and Supervisors

    02.86.001.002

    Supervisor Scenario Workshop – HR Issues (BLI0122) (mandatory for new supervisors)

    Training

    For HR Staff

    02.12.001.004

    Emeritus Status Guidelines

    Process

    For HR Staff

    02.12.001.005

    End of Term/Limited Appointment

    Process

    For HR Staff

    02.12.001.010

    Medical Termination Questionnaire

    Form

    For HR Staff

    02.12.001.006

    Notice to Absent Employee/Affiliate

    Form

    I. Contact Information

    For more information, contact your division's Human Resources (HR) Center.
    Feedback on HR policies or procedures is welcomed. Send comments to HRpolicies@lbl.gov.

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    4/25/2012

    2

    M. Bello

    Moved RPM 2.21(H) Termination by Death and RPM 2.21(G) Security Terminations to this policy.

    All

    Minor

    1/2/2012

    1

    M. Bello

    Rewrite for wiki

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Separation from Employment Policy

    Document number

    02.12.001.000

    Revision number

    2

    Publication date:

    4/25/2012

    Effective date:

    1/3/2011

    Next review date:

    TBD

    Policy Area:

    Separation

    RPM Section (home)

    Human Resources

    RPM Section (cross-reference)

    Section 2.21(A, H, G)

    Functional Division

    Human Resources

    Prior reference information (optional)

    RPM Section 2.21(A, H, G)

    Source Requirements Documents

    • (Federal) Comprehensive Omnibus Budget Reconciliation Act of 1985 (COBRA)
    • Cal-Comprehensive Omnibus Budget Reconciliation Act (COBRA), Rights Notice
    • California Health Insurance Premium Payment Program (HIPP) Notice and Change of Status Notice
    • University of California Personnel Policies for Staff Members (PPSM) 64 Termination of Career Employees-Professional and Support Staff

    Implementing Documents

    Audience

    Document Number

    Document Title

    Type

    All Laboratory Staff

    02.12.001.001

    Termination Checkout Sheet

    Form

    All Laboratory Staff

    02.12.001.002

    Termination Confirmation to Employee and Supervisor from HR

    Form

    All Laboratory Staff

    02.12.001.003

    Termination Process Guide

    Process

    All Laboratory Staff

    n/a

    Retirement Plaques

    Web site

    Managers and Supervisors

    02.12.001.008

    Managers and Supervisors Responsibilities under the Separation from Employment Policy

    Process

    Managers and Supervisors

    02.86.001.001

    Supervisor Responsibilities at Berkeley Lab (BLI0117) (mandatory for new supervisors)

    Training

    Managers and Supervisors

    02.86.001.002

    Supervisor Scenario Workshop – HR Issues (BLI0122) (mandatory for new supervisors)

    Training

    For HR Staff

    02.12.001.004

    Emeritus Status Guidelines

    Process

    For HR Staff

    02.12.001.005

    End of Term/Limited Appointment

    Process

    For HR Staff

    02.12.001.010

    Medical Termination Questionnaire

    Form

    For HR Staff

    02.12.001.006

    Notice to Absent Employee/Affiliate

    Form

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