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Human Resources

Separation Pay (VI.F.1)

Volume VI: Human Resources
Chapter F: Terms and Conditions of Employment
Issuing Office: Human Resource Services
Responsible Officer: Executive VP & Treasurer
Responsible Office: Human Resources
Originally Issued: May 1, 2002
Most Recently Revised: November 18, 2011

TABLE OF CONTENTS

Statement of Policy
Reason for Policy
Who Should Know This Policy
Related Documents
Contacts
Definitions
Exclusions
Procedures
Special Situations
History

STATEMENT OF POLICY

Purdue University provides separation pay to eligible staff members whose employment is terminated by the University. Administrative and professional staff, clerical and service staff, and continuing lecturer staff who have been employed by the University for more than 90 consecutive calendar days immediately prior to being terminated by the University will receive separation pay.Staff members who resign in lieu of being terminated by the University will receive separation pay if they meet all other eligibility requirements for separation pay as outlined in this policy.

Receipt of separation pay does not extend the employee's term of employment or benefits coverage period.

REASON FOR POLICY

In situations when Purdue terminates a staff member's employment, it is often in the best interest of the employee and the University to make the termination effective immediately.To accommodate an immediate termination, the University provides separation pay for eligible staff members as identified in the Statement of Policy.

WHO SHOULD KNOW THIS POLICY

  • President
  • Provost
  • Chancellors
  • Vice Presidents
  • Deans
  • Directors/Department Heads/Chairs
  • Business Office Staff
  • Human Resources Staff
  • Administrative and Professional Staff
  • Clerical and Service Staff
  • Continuing Lecturers
  • Supervisors

RELATED DOCUMENTS

  • Executive Memorandum No. B-55:
    Terms and Conditions of Employment of Administrative and Professional Staff
  • Executive Memorandum No. C-48:
    Terms and Conditions of Employment of Lecturers
  • Business Office Memorandum No. 142:
    Termination of Employment of Members of Clerical and Service Staff

CONTACTS

Policy Clarification:

West Lafayette Campus --
Human Resource Services -- Employee Relations Team (765) 494-1679
Human Resources Manager for Advancement (765) 494-0542
Human Resources and Administrative Manager for IT (765) 494-6116
Housing and Food Services Human Resources Team (765) 494-9418
Physical Facilities Human Resources Team (765) 494-1421
Human Resources Manager for Intercollegiate Athletics (765) 494-7389
Calumet Campus Human Resources Department (219) 989-2254
Fort Wayne Campus Human Resources Department (260) 481-6677
North Central Campus Human Resources Department (219) 785-5300

Special Situations/Exceptions:

All Campuses Director of Human Resource Services (765) 494-7395

DEFINITIONS

Word Definition
Human Resource Services The Employee Relations section of Human Resource Services, Physical Facilities Human Resources, Housing and Food Services Human Resources, the Human Resources Manager for Advancement, the Human Resources and Administrative Manager for IT, the Human Resources Manager for Intercollegiate Athletics, or the regional campus Human Resources office.
Separation pay Pay equal to:
  • One-half of one month's regular pay for monthly-paid staff members
  • 10 regular working days for biweekly-paid staff members
Serious misconduct Conduct by an individual, while engaged in University business or on University premises, that includes the violation of laws.In extreme, rare circumstances, this term may include off-duty misconduct.Such conduct includes, but is not limited to, theft; assault or fighting; possession or concealment of weapons; possession, use, sale, or purchase of illegal drugs or illegal intoxicants; and falsification or improper alteration of records, including time cards/records.
Staff Benefits-eligible full-time and benefits-eligible part-time:
  • Clerical/service employees as defined in Business Office Memorandum No. 66,
  • Administrative/professional employees as defined in Executive Memorandum No. B-55, and
  • Continuing lecturer employees as defined in Executive Memorandum No. C-48.
Terminated by the University Termination of the staff member's Purdue employment initiated by the University.

EXCLUSIONS

This policy does not cover:

  • Graduate student staff members
  • Staff who the University terminates due to a reduction-in-workforce
    (Refer to Executive Memorandum No. C-9.)
  • Clerical and service staff members in their provisional period of employment
    (See Business Office Memorandum No. 167.)
  • Staff who are terminated for serious misconduct
  • Staff who are terminated because they have exhausted all leaves available to them
  • Staff whose contracts expire and are not renewed

PROCEDURES

When supervisors and department heads anticipate the need to terminate a staff member's employment, they must first consult with Human Resource Services.

If, after this consultation, it is determined that the employment relationship should be terminated immediately, then the supervisor should conduct a termination meeting with the staff member.During this meeting, the supervisor will explain to the staff member that the University is terminating the staff member's Purdue employment effective immediately.

During this meeting, the supervisor should inform the employee of the following:

  • Termination is effective as of the date of the meeting.
  • How much, if any, unused personal holiday (biweekly employees only) and unused vacation the staff member has accumulated.
  • His or her final paycheck will include separation pay plus payment for any unused personal holiday or vacation.The check will be mailed on the next regular payday for the employee's staff classification.
  • The employee should contact Staff Benefits about retirement information.
  • Group medical coverage terminates as of the date employment terminates (the date of the meeting).The employee will receive information about COBRA coverage by mail.
  • Additionally, the supervisor should complete these tasks during the termination meeting:
  • Secure or arrange the return of any keys, tools, clothing, books, parking permit, staff identification, and other University property that has been assigned to the employee.
  • Obtain a forwarding address for use in sending the year-end Tax Form W-2 and any other necessary mailings.
  • Arrange for removal of the employee's personal items from the workplace.
  • At the conclusion of the meeting, the employee should immediately leave University premises.
  • Following the meeting, the supervisor should complete all needed forms, such as a payroll change form or a time slip and a Form 4.

SPECIAL SITUATIONS

Any deviation from this separation pay policy requires approval by the president, the executive vice president and treasurer, the provost, a chancellor, or the director of Intercollegiate Athletics, or their designees in consultation with the director of Human Resource Services.

HISTORY

November 18, 2011: Policy number changed to VI.F.1 (formerly IV.14.1).

May 1, 2002: This policy amends section 8B of Executive Memorandum No. B-55 and pertinent sections of Business Office Memorandum No. 142.