Separation From Employment

This provides guidelines and procedures for the separation of faculty and staff from employment at Eastern Kentucky University.  Separation of employment is either voluntary or involuntary.

 Transfers from one job to another within the university and leaves of absence are not considered separation from employment.

Immediately upon notice of the separation of an employee, a Personnel Action Form (PAF) must be completed by the department designee and submitted to Human Resources, along with resignation or termination letter.


Voluntary Separation

A voluntary separation is one that results when an employee leaves university employment of his/her own initiative through resignation or retirement.

Resignation
Employees who resign from University employment are expected to provide written notification to their supervisors in accordance to the procedures under Staff Handbook: Termination of Employment for Staff Employees and in accordance with the current Faculty Handbook and/or the terms of their faculty employment contract. Employees in non-exempt positions are expected to provide a two week notice of separation. Employees in exempt positions are expected to provide a thirty day notice of separation.

Retirement
Employees who retire from University employment are expected to provide appropriate written notification to their supervisors prior to separation. In order to assure timely processing of retirement paperwork and enrollment in KTRS/KERS healthcare, notice should be submitted no later than 60 days prior to your retirement effective date.

Involuntary Separation (Dismissal)

An involuntary separation is one initiated by the University, and may result for a variety of reasons, including abandonment of position, reduction in workforce or dismissal. For additional information on involuntary separation see:

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Departmental Separation Procedures

Immediately upon notice of the separation of an employee, a Personnel Action Form (PAF) must be completed by the department designee and submitted to Human Resources, along with resignation or termination letter. 

A completed Separation Notice should accompany or closely follow submission of the PAF.

All Employment Separations are required to clear specific departments prior to the last day of work. A Department Separation Checklist has been developed to assist employees and supervisors in this process.

The supervisor schedules a meeting with the employee to complete out-processing activities. Forward the completed checklist to HR (Coates 24A) and will be retained in the employee’s personnel file at Human Resources.

University Assets
The employee's department must collect and follow any university procedures related to items issued to the employee that were purchased with university funds, including but not limited to: computer and computer software, equipment, communication devices, tools, special uniforms and university documents.

The employee's department must collect and follow any additional university procedures related to keys for buildings, files, vehicles and other keys issued to the employee. The employee will be responsible for any lost or damaged items. The value of any property issued and not returned may be deducted from the employee’s paycheck, and the employee may be required to sign a wage deduction authorization for this purpose.

Information Technology (IT) Account & Assets
HR processing of the Position Action Form (PAF) indicating employee separation will result in termination of security codes, e-mail accounts, and any additional Information Technology accounts.  Unless otherwise arranged, accounts will be terminated based upon the termination date on the PAF. Retired EKU employees and Staff Emeritus are eligible to retain an EKU employee e-mail account.

IT equipment must be returned to the appropriate department prior to the last day of work.

University Purchasing Cards
The employee's department must collect and follow any additional university procedures related to Procurement and other credit cards issued to the employee.

Library
Employees separating from the university must return materials checked out through EKU Libraries and pay any pending fines/fees directly to the Library. Employees may access personal library account status and repayment information through EKU Libraries.

Financial Affairs
Any financial debts to the university must be paid prior to an employee’s last day of work. Debts may include student fees and parking fines. Employees may access their account information by visiting their EKU Direct accounts. Outstanding debts are paid through the Office of Student Accounting Services.

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Procedures for Removal from Payroll

Notice to HR (see above) regarding employee separation is critical in order to assure timely and proper separation and avoid overpayment of wages.

Final Payroll
Employee and supervisor must complete final time card and forward to Payroll or complete final web time entry. Employee and supervisor must complete final travel voucher and/or reimbursement request and submit to Accounting & Financial Services.

Accrued Vacation
Employees who separate from university employment and whose employment is not contingent upon outside funds such as grants will be compensated in the last scheduled pay for earned but unused vacation days.  Persons who are separating from employment and are employed contingent upon outside funds must utilize all earned vacation before the expiration of the grant or outside funds.

Accrued Sick Leave
Employees who separate from employment prior to retirement receive no compensation for accumulated sick days.

For information about contributing unused sick leave toward the University Sick Leave Bank contact HR Benefits or see:

For information about application of sick leave days toward retirement see:

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Human Resources Separation Procedures

HR Employee Separation Session

  • Separation interview upon request contact the HR Consultant for your area or call (859) 622-5094
  • Benefits consultation upon request (859) 622-1326

Staff Separation Questionnaire (Titled: Exit Interview Questionnaire)
An employee separation questionnaire process has been established to assist with retention and recruitment efforts. The survey is administered to employees who are voluntarily terminating their employment with EKU. Separation surveys are not administered to staff transferring within EKU, involuntary separating employees, faculty, temporary or student employees.

This process is designed to elicit voluntary information about each departing employee’s experience at EKU and reasons for their leaving. This data is collected, analyzed and used as part of EKU’s continuing efforts to improve policies, practices, and programs and to create a more favorable workplace and work experience.

Employees who voluntarily separate from university employment are sent an invitation via the employee’s EKU e-mail account encouraging them to complete an online exit interview questionnaire via EKU Direct.

Separating employees who would like to schedule an in-person separation interview should contact the Human Resources Consultant for your area or call (859)-622-5094.

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Policies Regarding Separation

For policies regarding separation of employment see:

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