Termination of Employment of Members of Clerical and Service Staff (VPBS 142)

Portions of this memorandum pertaining to separation pay are superseded by policy VI.F.1 (formerly IV.14.1).


December 12, 1973

To: Deans, Directors, and Heads of Schools, Divisions, Departments, and Offices

(Supersedes Executive Memorandum A-142 dated September 23, 1970)

Termination of Employment of Members of Clerical and Service Staff

Policy Addition: Effective with the approval of the Board of Trustees on 16 September 1970, the policies and procedures outlined in Executive Memorandum No. A-155, Section II, are revised as shown below. The primary change involves the addition of the second paragraph under Part A Policy to cover employee disruption of University operations. Note that Clerical and Service staff terminated for this reason may appeal the action through the Complaint and Grievance Procedure, Business Manager Memorandum No. 137.


    Employment of an individual by a department of the University may be terminated by the employee or by the department head (or other supervisor, if this responsibility has been delegated). Employees are expected to give advance notice of a minimum of one week, and preferably two weeks, to the supervisor or department head when voluntarily leaving the employment of the University. Likewise, supervisor or department heads are expected to give advance notice of a minimum of one week, and preferably two weeks, to the employee if termination of employment is in the best interest of, or for the convenience of the University. No advance notice need be given nor shall the employee be entitled to pay for accrued and unused vacation and personal holiday hours when an employee is discharged for such reasons as dishonesty, insubordination, or improper conduct.

    All members of the Clerical and Service staff are expected to refrain from improper conduct which may be injurious to the welfare of any other person; and they shall not cause or participate in any obstruction or disruption of teaching, research, administration, disciplinary procedures, or other authorized activities on University premises.

    Such obstruction or disruption, whether involving individual or group conduct, and whether taking the form of force, trespass, seizure, occupation or destruction of building facilities or property, or assault upon another person, or of other conduct having such obstructive or disruptive effects in action directly opposed to maintaining proper work environment and to the accomplishment of the mission and objectives of Purdue University. Any employee found to have so acted, after proper investigation and determination of guilt, will be discharged immediately and will not be paid for accrued unused vacation or personal holiday hours. Improper conduct relating to employee organizations will be handled in accordance with the Board of Trustees Resolution Establishing Policies Concerning Employee Organizations, revised June 1968.

    If an employee quits without advance notice of at least one week and preferably two weeks, or if an employee is discharged (action to terminate taken by supervisor or department head) for reasons other than dishonesty, insubordination, or improper conduct, then the payment for accrued and unused vacation and personal holiday, if eligible, may be forfeited by the supervisor or department head, depending upon the circumstances and reasons for the discharge from employment.

    Employees who voluntarily terminate employment with advance notice of not less than one week and preferably two weeks, shall be paid for accrued, unused vacation and personal holiday hours. Those who have exhibited good conduct and attitudes on the job may later be considered for re-employment.

    If, in the opinion of the supervisor or department head, an individual whose employment is being terminated involuntarily without prejudice, has qualifications or skills which may be utilized in other jobs or in other departments, the individual may be transferred or re-employed in a suitable vacant position. When employment of an individual is being terminated because of a reduction in work force or because a job has been eliminated, every effort should be made to utilize the experience and skills of that individual in other jobs in the University. (See Layoff and Reduction in Force Policy.)

    Action leading to the termination of employment should be clear to both the department head or supervisor and the employee. It is the responsibility of the department head or supervisor to make sure that the employee knows the rules and regulations of the University and the department. It is also the department head or supervisor's responsibility to inform the employee of any dissatisfaction with his work performance, attitude, etc. Under usual action leading to termination of employment, the department head or supervisor can and should give the employee an opportunity to improve his work performance, attitude, etc. before discharge action is taken.

    A staff member who is pregnant may continue to work as long as she can perform her normal duties. Periods of absence because of childbirth and complications of pregnancy, abortion, and confined recovery therefrom, are considered temporary disabilities for the period during which the employee is unable to perform her normal duties. The period of disability shall be determined by the attending physician. Staff members will not be terminated during such periods of disability, but will be placed on sick leave with and/or without pay, depending on accrued and unused credits. (See Business Manager and Assistant Treasurer Memorandum No. 112, dated 11 March 1973, for details.)

    There shall be no discrimination on the basis of race, color, religion, creed, national origin, sex, age, or membership in employee organizations in the actions leading to, or in the decision to terminate an employee.


    The following actions should be taken in connection with the termination of an employee who is leaving for reasons other than a disabling illness or injury:

    1. Keys, tools, clothing, books, and other University property that have been assigned to the employee should be accounted for and checked in.
    2. Final payment shall be computed in accordance with Biweekly Payroll regulations (see Business Procedure Manual). There are no provisions for severance pay. During the time after advance notice is given, the employee must work or be in an authorized pay station to receive pay.
    3. The employee should be informed of the amount of unused vacation and personal holiday, if any, that will be included in his final paycheck.
    4. The employee should be told the date that his final paycheck will be available and the location from which it can be picked up.
    5. The employee should be informed that the effective date of termination will be his last day of work.
    6. A forwarding address should be secured for use in sending the year-end Tax Form W-2 and any other mailings that must be sent.
    7. If the employee has been a participant in the Public Employee's Retirement Fund and is terminating with fewer than ten years' creditable service, he should be advised that he may claim a refund of his contributions by completing PERF Claim Refund Form No. 51, which may be obtained from the departmental or school offices, or from the Department of Staff Benefits and Payroll. If he has more than ten years of service, he should be asked to contact Staff Benefits and Payroll for information regarding retirement benefits.
    8. If the employee has been a participant in the University Group Insurance Program, he should be informed that his group coverage will terminate with the effective date of his termination, which is normally his last day of work, or that he may request this policy be converted to an individual policy .

      Should he request conversion, the Department of Staff Benefits and Payroll will send him information about converting the Group Term Life Insurance to one of a number of Prudential individual life policies. Staff Benefits and Payroll will also send the employee his cash surrender value provided he has paid into the Paid-Up portion of the Life Insurance Plan.

    9. If the employee is alien to the United States and is terminating to return to his home country, he should be directed to contact both the Department of Staff Benefits and Payroll and the local Internal Revenue Service office as early as possible for the purpose of securing the necessary tax clearance and "sailing permit".
    10. Prepare the Report of Termination, Personnel Administration Form No. 4, and forward to the Department of Personnel Administration as soon as the effective date of termination has been set.
    11. To effect the termination on the payroll, the effective date of termination must be entered on the final Time Slip, Form No. 1420.

When an employee is terminating because of a disabling illness or injury, the Department of Staff Benefits and Payroll should be contacted for a determination of possible entitlement to benefits from the group insurance program, PERF, and Social Security, Steps #1, #3, and #10 should be followed.

F. R. Ford
Business Manager and Assistant Treasurer

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