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Personnel Policy and Procedures Manual

Clearance of Terminating Employees

PPP # 80-40
Procedure for Clearance of Terminating Employees

PURPOSE

This Procedure is issued to inform all personnel of the procedure to be followed when employees terminate employment with the City.

SCOPE

This procedure applies to all employees (temporary and regular) who terminate employment with the City. The procedures indicated herein must be adhered to in order to receive clearance and pay following resignation, dismissal, reduction in force, retirement, death, or termination of employment for any other reason.

PROCEDURE

1. Employees who expect to leave the services of the City will notify their immediate supervisors as soon as possible in advance of the anticipated termination of employment. Department Directors and contract employees must give notice as outlined in their employment contract. Division head level employees must give 30 days written notice to leave the City in good standing. All other employees must give at least two week's notice to leave the City in good standing. This notification will be given to the Personnel Department and an action paper will be processed and submitted to the Payroll Division. NOTE: If employees terminate without prior notification, (e.g., immediate resignation, dismissal, etc.) supervisors will follow this procedure as soon as possible after the termination. If immediate supervisors want the position to be filled again, they will submit a Personnel Requisition form (see PPP# 80-30).

2. The employee's leave balances as of the end of their last day of employment will be summarized by the City's Payroll Division.

3. The immediate supervisors are also responsible for the following actions:

a. If terminating employees had access to sensitive electronic data, immediate supervisors will notify the Data Processing Manager, who will take action to deny access to the system for the employees; and

b. On the last day that employees are present for work, immediate supervisors ensure that any articles which belong to the City, such as keys, uniforms, identification card, credit cards, registration cards, etc., are returned. If employees were issued any tools and/or equipment for which they were responsible, supervisors will follow the procedure for receipt of returned equipment as covered in PPP# 85-10, Procedure on Tools and Equipment.

4. If employees have any outstanding financial obligations to the City, such as travel advances, petty cash advances, payback of Tuition Reimbursement, physical exam, etc., the Director of Finance or designee will take steps necessary to recover funds or property belonging to the City.

5. Employees will receive notice of an exit interview and receive instruction as to their rights and privileges concerning benefits.

6. Employees' final monies due from leave or benefits will be held until settlement if there are any outstanding obligations to the City. In the event the amounts due the City exceed the monies due to the employees, the Payroll Division will notify the Director of Personnel, who will take the appropriate action to recover these debts.