210. Termination of Employment
Statement
Individuals who leave employment with the University are expected to return University property, and satisfy outstanding financial or other obligations before the last work day. Separation from employment, whether voluntary or involuntary, must be handled in a responsible manner by all individuals involved. The University will pay employees for unused, accumulated vacation according to this policy.
Procedures
Voluntary Separation
Employees who resign or retire from the University are not required to provide written advance notice. However, advance notice of two weeks is appreciated. One month's notice is preferred in the event of a retirement. When notice is given it should be directed to their department supervisor and to Human Resources.Voluntary resignations of employment should take effect on a scheduled work day and be the employee’s actual last day working.
Involuntary Termination
Supervisors must contact Human Resources before initiating any involuntary termination. These include: dismissal, layoff, or terminating any employee who is absent on disability leave or receiving Workers' Compensation benefits.
University decisions to terminate involuntarily the employment (including layoff) of a staff member who has successfully completed the introductory period will not be contrary to the applicable provisions of the Policy Manual.
Return of University Property and Satisfying Financial Obligations
Individuals who terminate employment must return all University property to the appropriate supervisor and satisfy all financial obligations on or before the last work day. Examples of items which must be returned include, but are not limited to:
- Identification cards, keys to buildings, vehicles, and equipment
- Cellular telephones, and other communications equipment
- Policy Manuals and other proprietary or confidential material including electronic correspondence (such as e-mail), files and records
- Books and other materials owned by the University, library books, computers, software, documentation, supplies, and other computer-related materials
- Uniforms and tools issued by the University
- Credit, telephone, and other cards
- Payment in full of any and all emergency loans, outstanding advances, library charges, parking fines and Adobe Lodge charges
- ACCESS cards – cash balances will be refunded
Supervisors and managers are responsible for ensuring that all University property is obtained from terminating employees and financial obligations are satisfied.
Access to Computerized Information Systems
Upon termination, all University information systems and secured building and facilities access, including but not limited to system networks and shared drives, local drives, ERP system, employee email, third-party vendor systems, and building security system codes to which the terminated employee may have had access will be discontinued.
Paperwork
Upon termination, all employees will receive their final paycheck and information on continuing benefits in a timely fashion and in accordance with state and federal law. Final wages will be paid on the employee's last work day if the employee is involuntarily terminated or resigns with more than 72 hours notice. Final wages will be paid within 72 hours after voluntary termination to an employee who gives less than 72 hours notice. Departments must submit all termination paperwork, including the final electronic timesheet submission, to Human Resources so that these time requirements can be met.
Payment of Leave
Employees will be paid for unused, accumulated vacation when terminating employment with the University. Hours paid cannot exceed the maximum leave accrual. No payment will be made for unused sick leave.
Exit Interview
All terminating employees are encouraged to complete an exit interview with Human Resources prior to concluding employment at Santa Clara University.
Responsibility
Supervisors are responsible for coordinating involuntary termination with Human Resources. All terminated employees are responsible for settling outstanding financial obligations and returning University property before leaving employment.
Resource
Contact Human Resources if you have questions or if you would like more information about this policy. See also Health Care Insurance (602) and Vacation Pay (612).
Policy Approved: October 23, 1998
Last Updated: January 1, 2025
Last Reviewed: December 17, 2024
Maintainer: Human Resources