HR NOTES for Support Staff, Supervisors & Managers

 

What to Do When an Employee Resigns

 

 

§         When a part-time hourly or student employee resigns, please contact Human Resources at extension 8033 and ask to speak to the HR Specialist who deals with this category of employee.  You will probably be asked to confirm your telephone conversation and the employee's last work date with a subsequent e-mail to HR and the Payroll Department.  You will need to complete and approve the final time sheet and forward it to the Payroll Department.  You should make a notation on the time sheet that the employee has resigned.

 

§         If the resigning employee is an adjunct, please contact Human Resources at extension 8033 and ask to speak to the HR Specialist who deals with adjuncts.  You will probably be asked to confirm your telephone conversation and the employees last work date with a subsequent e-mail to HR and the Payroll Department.  If the adjunct is currently contracted to teach a class and will be unable to complete the assignment, you will need to prepare a revised contract.  Indicate on the revision how many classes the instructor met and how many times the class was scheduled to meet in all.  Clearly mark the form as a revision, obtain the necessary signatures and approvals, and forward it to Human Resources for processing. 

 

§         When a full-time employee resigns unexpectedly and with little or no notice, please contact Human Resources immediately at extension 8033 and ask to speak to the HR Specialist who handles full-time employees.  The HR Specialist will advise you regarding the process for handling this type of resignation.  You will probably be asked to confirm your telephone conversation and the employee's last work date with a subsequent e-mail to HR and the Payroll Department.

 

§         When the resigning employee is full-time and intends to give at least a two week notice, please ask the employee for a written letter of resignation or have them complete a resignation form.  Advise the employee of the requirement to "check out" prior to the effective date of the resignation.

 

Next, you will need to prepare form HR-25, indicating the effective date of resignation.  The effective date is the last day the employee will be on the Valencia payroll.  The last physical day of work should be indicated in the comments section, as well as information about any leave approved to be taken immediately prior to the actual effective date of termination or resignation.  Obtain the necessary signatures and approvals and forward the HR-25 form and resignation letter to Human Resources as quickly as possible.

 

Upon receipt of the HR-25 form and letter of resignation, Human Resources will prepare the necessary check out form and memo which explains the check out process.  The check out form and instruction memo is then sent to the employee for completion on his/her last physical work day.  Human Resources will contact the supervisor or manager if other paperwork is needed. 

 

                                                                                                            HR Notes #67

                                                                                                            February, 2007