SRTC Procedure: Separation of Employment

Purpose: The purpose of this procedure is to identify the processes that are necessary when a faculty or staff member terminates employment with Southern Regional Technical College (SRTC) and to ensure that the College complies with all federal and state laws regarding separation of employment.

Procedures:

A. Notice Requirements: Faculty and staff who terminate employment with SRTC are responsible for providing appropriate written notice on their intent to resign or retire.

1. An appropriate written notice will consist of a minimum timeframe of two (2) weeks. If a faculty or staff member provides less notice than is required, s/he may be ineligible for rehire. Employees are encouraged to give as much notice as possible.
2. The written notice must include the intended last day of employment. If the last day of employment changes after the written notice is submitted, the supervisor is responsible for notifying Human Resources immediately.
3. The written notice must be submitted to the faculty or staff member’s immediate supervisor, the Director of Human Resources, and the President.
4. Supervisors are required to forward the written notice to the Human Resources Department and the President within three (3) business days.
5. Human Resources shall file the written notice in the faculty or staff member’s personnel file and provide written confirmation of receipt of notice.

B. Faculty/Staff Responsibility:

1. Separation Tasks: The separating faculty or staff member must complete the separation tasks outlined in the confirmation e-mail prior to his/her last day of employment.
2. Exit Interview: The Exit Interview is conducted electronically and is confidential. The link to complete the exit interview is located in the confirmation e-mail. The Exit Interview must be completed prior to the last day of employment. The employee may schedule an additional in-person exit conference with the Human Resources Department if s/he desires a face-to-face conference.
3. Clearance Document: The Clearance Document will be transmitted via Docusign following receipt of separation notice. The separating employee must complete the employee acknowledgement prior to his/her last day of employment.

C. Supervisor Responsibility:

1. The supervisor is responsible for forwarding the written notice of the faculty or staff member’s intent to terminate employment to Human Resources and the President within three (3) business days.
2. The supervisor should guide the faculty or staff member to complete the separation tasks and Clearance Document prior to their last day of employment.
3. The supervisor should confirm and approve all leave prior to the employee’s last day of employment.
4. The supervisor should confirm and approve all timesheets immediately following the employee’s last day of employment.

D. Human Resources Responsibility:

1. Upon receipt of written notice of separation, the Human Resources Department will provide written confirmation of receipt, a list of required separation tasks, and will initiate the Clearance Document.
2. Separation Notice: Human Resources will provide the faculty or staff member with a Georgia separation notice as required by law.
3. Benefits: Human Resources will provide consultation related to insurance, leave, retirement, continuing coverage, and other payroll deductions to the faculty or staff member as requested.
4. Recordkeeping: Human Resources will be responsible for all recordkeeping.
5. Final Paycheck: Payroll will verify the faculty or staff member’s final paycheck and ensure accurate payment for all hours worked.
6. Annual Leave Payout: Payroll will process the faculty or staff member’s annual leave payout in accordance with Procedure 4.5.2p4.

Responsibility:

The Director of Human Resources has the overall responsibility for ensuring this procedure is implemented.

Status:
Adopted: 06-28-2022