UNC CHARLOTTE PERSONNEL INFORMATION MEMORANDUM

PIM 34

EMPLOYMENT - Termination Notification

DATED:  January 15, 2003

Category:  Benefits

Contact:  Benefits Manager – ext. 2208

1.  General

a. The termination notification procedures described below are applicable to all members of the "full-time" faculty, the EPA Staff, and the permanent and probationary SPA Staff.

b. The University has a responsibility to inform each terminating employee of certain rights protected by Federal legislation. Non-compliance with such laws can result in costly penalties, which is why it is very important to notify the Benefits Office when a member of the faculty or staff is about to terminate the employment relationship. When the Benefits Office learns of a termination, it, in turn, notifies other interested offices. For example, Payroll, to assure the individual is paid properly, Human Resources, Parking Services, Facilities Management, Library, etc. This facilitates a smooth exit and relieves individual departments of the notification burden.

2. Termination Notification Procedure

Upon learning a member of the faculty or staff intends to leave University employment, the department/office head is requested to:

a. Advise the terminating individual to schedule an exit interview appointment with the Benefits Office.

b. Complete the Notice of Termination. If possible, this form should be forwarded to the Benefits Office at least two weeks prior to the individual's last day of work.

c. Provide the employee with an Employee Exit Clearance Form.  This form should be signed by the employee’s supervisor or department head, a representative from the library, and a representative from parking.  It should be turned into the Benefits Department during the exit interview.  The form verifies the following:

1.     All departmental possessions have been returned and computer access has been terminated.

2.     All library materials have been returned, and all fees have been paid.

3.     Parking decal and ID have been returned, and no parking fines are owed.

This Personnel Information Memorandum supersedes PIM-34 dated December 6, 2001.