[Adopted 9-24-2008 by Res. No. 2008-22]
The purpose of this policy is to define the
process to complete an employee's separation from employment with
the County of York.
It is the policy of the County of York to provide
a consistent, equitable and fair process of separation from employment
with the County. The County of York strives to explore options to
retain the employment relationship with employees who have satisfactory
work histories. The County recognizes, however, that there are situations
when it is necessary for an employee to voluntarily or involuntarily
separate from employment.
As used in this article, the following terms
shall have the meanings indicated:
For voluntary resignations, the required advance notice period
is at least two weeks for employees. Executive Directors and Directors
are encouraged to provide at least four weeks' notice.
A.
Voluntary separation from employment.
(1)
Before deciding to leave the County, employees are
encouraged to talk to their supervisor or Human Resources to explore
alternative assignments or other accommodations that would benefit
both parties in maintaining a continuing employment relationship.
(2)
Requisite notice.
(a)
Employees who are voluntarily separating from
employment with the County are required to provide at least a two-week
notice to facilitate the recruitment process.
(b)
Executive Directors and Directors are required
to give a two-week notice but encouraged to provide at least a four-week
notice.
(c)
Requisite notice of voluntary separation must
be provided on the voluntary separation from employment notice to
the elected official, Executive Director, or Director and Human Resources
two to four weeks prior to separation. A formal resignation/retirement
letter may also be provided and attached to the voluntary separation
form (if desired).
(3)
Accumulated unused vacation time.
(a)
Employees may be paid for accumulated unused
vacation time up to their allowable limit, provided that all County
property has been returned and/or all employee-related financial obligations
to the County have been satisfied.
(b)
Unless a written severance agreement provided
otherwise, an employee may not elect to use accumulated paid time
off during the requisite notice period or at the end of employment
for the purpose of extending the separation date.
(4)
Separation date. The separation date will be the last
day physically worked.
B.
Involuntary separation from employment.
(1)
The County recognizes that being involuntarily separated
from employment is a serious matter. Therefore, in cases where an
involuntary separation is deemed necessary, the circumstances and
documentation supporting the decision will be thoroughly reviewed
and discussed with Human Resources prior to any final action.
(2)
Involuntary separations from employment must be approved
by the elected official, Executive Director or Director and the Executive
Director - Human Resources or his/her designee prior to any final
action.
(3)
Refer to the Disciplinary Procedures (Corrective Action)
Policy and/or the collective bargaining agreement for further information.
(4)
Employees that are dismissed for just cause or for
willful and wanton misconduct will forfeit any accumulated unused
vacation pay.
C.
Documentation forms to complete separation from employment.
D.
Communication of the Employee's Separation from Employment
(1)
Immediately upon written requisite notice of the employee's
separation from employment, the department director must forward the
completed voluntary or involuntary separation from employment notice
to the Department of the Human Resources office.
(2)
Human Resources will communicate with the Controller's
office, Sheriff's Department and Information Technology for removal
of employee information from payroll and other applicable County systems.
E.
Return of County property.
(1)
All County property must be returned to the employee's
immediate supervisor or to the Human Resources Department, as indicated
below, prior to the conclusion of employment, whether the separation
is voluntary or involuntary. The return of County property must be
documented on the County property checklist.
F.
Transfer from a full-time to part-time position.
(1)
Any employee transferring from a full-time, benefit
eligible position to a part-time, nonbenefit eligible position must
separate from employment with the County of York for at least one
work day. Such employees may be required to complete all new hire
paperwork in the Human Resources office.
G.
Exit interview.
(1)
The County desires to understand the circumstances
surrounding a departing employee's separation. This information will
assist us in evaluating and improving working conditions and employment
procedures.
(2)
Employees leaving the County of York will be scheduled
to participate, during working hours, in a confidential exit interview
with Human Resources.
(3)
All other employees will be provided with a written
exit interview form to complete along with their voluntary/involuntary
separation notice. This form may be completed anonymously or acknowledged
via signature.
(4)
Exit interview forms will not be placed in the employee's
file, but will be tracked and maintained separately and confidentially.
(5)
Identified trends or specific problems will be brought
to the attention of the elected official, Executive Director, or Director
or Solicitor's office as appropriate for the recommended actions.
Separating employee's name will be held in confidence.
