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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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