Policy 180 Version 1, 12/31/2013
Policy Change Cover Sheet
This form must be attached to each policy presented. All areas in red, including the
header, must be completed; if not, it will be sent back to you for completion.
SECTION:
If the changes you are requesting include housekeeping, please submit those changes to
ndsu.policy.manual@ndsu.edu first so that a clean policy can be presented to the
committees.
SECTION 180 SEPARATION PROCEDURE
1. Effect of policy addition or change (explain the important changes in the policy or effect of this policy).
Briefly describe the changes that are being made to the policy and the reasoning behind the requested
change(s).
- Is this a federal or state mandated change?
Yes X No
- Describe change:
- Amended section 1.2. This change is more inclusive of the process for removal and/or change of network
services and access to electronic assets such as email, shared network folders, and online services that is
followed when an employee separates from NDSU. Fixed the broken URL link to the Separation Checklist.
- Section 3: Added an apostrophe to employee’s.
2. This policy was originated by (individual, office or committee/organization):
- Office/Department/Name and the date submitted
- Human Resources/Payroll: Colette Erickson, Director
- General Counsel’s Office: Christopher Wilson and Matthew Hammer, NDUS General Counsels
- Information Technology Division: Marc Wallman, Interim VPIT and CIO; Theresa Semmens, CITSO
- Email address of the person who should be contacted with revisions
Theresa.Semmens@ndsu.edu
This portion will be completed by Kelly Hoyt.
Note: Items routed as information by SCC will have date that policy was routed listed below.
3. This policy has been reviewed/passed by the following (include dates of official action):
Senate Coordinating Committee:
Faculty Senate:
Staff Senate:
Student Government:
President’s Council:
The formatting of this policy will be updated on the website once the content has final approval. Please do not make formatting changes on this
copy. If you have suggestions on formatting, please route them to ndsu.policy.manual@ndsu.edu. All suggestions will be considered, however
due to policy format guidelines, they may not be possible. Thank you for your understanding!
North Dakota State University
Policy Manual
_______________________________________________________________________________
SECTION 180
SEPARATION PROCEDURE
SOURCE:
SBHE Human Resource Policy Manual, Sections 7 and 26
NDSU President
1. An employee leaving the service of the University, either of his/her own volition or after having been
informed of his/her separation, shall contact the Office of Human Resources/Payroll for information
relevant to the separation process.
1.1
Departments should submit an NDSU Change Form: 101 to the Office of Human
Resources/Payroll. This should be completed at least 10 days prior to the end of the pay
period in which the separation will occur.
1.2
Departments must contact the appropriate security officers to remove or change access for
systems, computer access, online service, networks, file storage, e-mail accounts and
removal from e-mail lists for the terminating employee. (Employee Separation Checklist)
2. A regular employee is eligible to receive payment for accrued annual leave pay. Annual leave pay
shall be prorated for the pay period of termination if the employee has not completed a full pay
period of employment.
2.1
The last day of work is the termination date, except that two weeks termination pay shall be
provided when a two weeks’ notice of layoff is not possible (lack of work, or other
unforeseen emergencies). Upon termination, an employee shall be paid for all unused
annual leave accrued through the termination date.
2.2
The effective date used in a resignation, termination, or early retirement agreement is the
termination date. This means the effective date can't be a holiday or a non-working day and
must be the employee's last working day.
3. A regular employee with at least ten continuous years of state employment who leaves the employ
of the state, is entitled to a lump-sum payment equal to one-tenth of the pay attributed to the
employee’s unused sick leave. The pay attributed to the accumulated, unused sick leave must be
computed on the basis of the employee's salary or wage at the time the employee leaves the
employ of the state.
4. All employees having possession of any University property including, but not limited to, such items
as keys, NDSU ID Cards, laptop computers, etc., shall, prior to or upon termination of employment,
return such property to the employee's immediate supervisor. All debts owed the University shall be
paid in full prior to termination of employment unless other arrangements have been made with
the Customer Account Services Office. Faculty who have reporting requirements under sponsored
research agreements shall meet such reporting requirements prior to termination. If the employee
fails to return property under his/her control, damages property (including destruction of University
electronic files or documents), fails to pay debts owed to the University, or fails to meet the
reporting requirements under a sponsored research agreement, the employee's last paycheck
and/or other compensation due the employee (e.g., accrued leave payments) may be withheld or
cancelled (or a portion representing the value of the debt/property) until all such property is
returned, debts are paid or reporting requirements are met, provided there is a written document
signed by the employee consenting to the foregoing deductions or this deduction policy.
Withholding from the employee's last paycheck cannot result in employee receiving less than
minimum wage or overtime requirements of law. If the employee is also a student at NDSU, grade
transcripts and diplomas may be held in addition to his/her last paycheck.
__________________________________________________________________________________________
HISTORY:
New
Amended
Amended
Amended
Amended
Amended
Amended
Amended
Amended
Housekeeping
July 1990
June 1994
July 1997
October 2000
January 2006
December 2006
October 2007
January 2008
October 18, 2010
June 1, 2011