Separation of Employment

1. Voluntary Separation

Voluntary separation describes a situation where the separation is initiated by the employee for any reason.

1. 1. Resignation 
      1. Exempt employees are requested to provide at least four weeks written notice before a resignation becomes effective and non-exempt employees are requested to provide written notice to their supervisor two weeks before a resignation becomes effective. 
      2. Upon receipt of a notice of resignation, the supervisor/manager notifies HR as soon as possible and reviews the separation practice and obtains necessary information and forms. 
      3. An Executive Director may authorize terminating the employment prior to the resignation date with or without pay until the resignation date if it is in the best interest of PIC to do so. 
      4. Employees may be allowed to rescind a resignation at the discretion of an Executive Director based on the best interest of PIC. 
   2. Job Abandonment 
      1. Employees who fail to report to work or contact their supervisor for three (3) consecutive scheduled workdays shall be considered to have abandoned the job without notice effective at the end of their normal shift on the third day. 
      2. At the expiration of the third day, the employee’s supervisor notifies HR to review the separation practice and obtain necessary information and forms. 
   3. Failure to work 
      1. Any employee who does not receive a paycheck for six consecutive pay periods will be separated from employment at the end of the sixth pay period.  An exception from this policy is made for employees on approved extended leave such as USERRA leave.

2. Involuntary Separation 
   1. Discharge/Termination 
      1. Employees of PIC are employed on an at-will basis and the agency retains the right to terminate an employee at any time with or without notice. 
   2. Layoffs 
      1. PIC will attempt to avoid layoffs; however, in the event a layoff is necessary, PIC will attempt to give as much advance notice as possible while protecting the interest of its consumers.
      2. PIC will develop a lay off plan that considers and implements the overall good of the agency and its consumers.
      3. Employees who have been laid off may apply for open position at PIC and will be considered for employment along with all other applicants.

3. Out-Processing 
   1. For all separations, HR is responsible for completing the separation of employment forms, obtaining the employee information within 3 days of the employee’s last day of work.
   2. For involuntary separations, the supervisor is responsible for submitting the timesheet to finance, in time to meet the 72-hour pay requirement.
   3. HR is responsible for assuring return of any agency property or equipment that was in the employee’s possession. 

4. Exit Interview 
   1. HR is responsible for conducting an exit interview with each separating employee unless the employee requests the interview be conducted by other management other than the employee’s supervisor. The exit interview gives the employee an opportunity to discuss the separation freely and provides information to PIC that can be used to improve policies, practices and working conditions and reduce employee turnover. Completed exit interview forms will be forwarded to the Team Manager of the employee, an Executive Director and others with a need to know for review and then maintained by HR.