Separation Process

Separation from employment at CSUSB can be initiated by any of the following:

• Resignation
  • Voluntary Resignation
  • Retirement
  • End of Temporary Appointment
  • Disability Retirement
• Discharges
  • Layoff
  • Termination of Temporary Appointment
  • Dismissal
  • Rejection During Probation / Non-Retention

It is imperative that the Human Resources Department be notified immediately of any separations in order to process final pay timely.

Resignations

Resignations are voluntary separations from employment such as Voluntary Resignation, Service Retirement, End of Temporary Appointment (as scheduled), and Disability Retirement. Although it is customary to provide at least two (2) weeks notice, such notice is not legally required. The notice is helpful because it allows the department to work with Payroll in order to have a timely Final Paycheck.

Note: Per AB 2410, which amended Section 220 of the Labor Code, an employee who voluntarily resigns must be paid wages earned and accrued benefits (vacation, CTO, personal holiday, etc.) no later than 72 hours from the date of separation. However, if the employee provides at least 72 hours notice, he/she is entitled to the earned wages and accrued benefits at the time of separation.

1. Employee provides supervisor with a Letter or Memo indicating his/her decision to resign.
   
   It is important to include the effective date of resignation, as well as the last day of physical work.
2. Supervisor submits a copy of the Letter or Memo to the Human Resources Department so that a Termination Transaction can be processed.
3. Employee completes a final timesheet (STD 634) and submits it to the department's Attendance Clerk.
4. The department's Attendance Clerk balances accruals with the Payroll designee, completes the Pink Separating Timesheet and submits it to Payroll.
5. Employee picks up a Separating Packet from the Human Resources Department. Depending on the employee's type of appointment, the packet may consist of the following forms:
   1. Separating Attendance
   2. Staff Clearance Form
   3. Separation from CalPERS
   4. UCRS Contribution Plan Distribution Kit (Staff Hourly Employees only)
   5. PST Part-time, Seasonal, Temporary (Casual Workers Only)
   6. COBRA Benefits Notification Form (Benefit Eligible Employees only)
   7. Exit Interview Form
6. On the last physical day of employment, employee completes Clearance Form process and obtains signatures in order to separate from the university without any outstanding debts (library fines, parking tickets, travel/salary advances, CSUSB property, etc.)
7. Employee submits the completed Clearance Form to the Human Resources Department.
8. Exit Interviews:
   1. Probationary/Permanent Employees: an HR Representative meets with the Employee to conduct an Exit Interview.
   2. Temporary Employees: Employee is provided with an Exit Interview Form to complete and return it to HR.
9. Benefit Eligible Employees meet with Benefits Manager/Coordinator to discuss benefits and COBRA options.
10. Payroll releases the final payout to the Bursar's Office for distribution to the separating employee (SCO warrant or Salary Advance).

Discharges

Discharges are separations from service other than voluntary such as Layoff, Termination of Temporary Appointment, Dismissal, and Rejection during Probation/Non-Retention.

Note: Per AB 2410, which amended Section 220 of the Labor Code, an employee who is discharged must be paid wages earned and accrued benefits (vacation, CTO, personal holiday, etc.) immediately.

1. Supervisor meets with an HR Representative to discuss the situation.
2. Discharge Notification:
   Note: It is important to include on this notification, the effective date of termination, as well as the last day of physical work, especially if the employee is given Administrative Leave w/pay.
   1. Permanent Employees: Notification Letter is prepared by an HR Representative.
   2. Temporary Employees: If a Notification Letter will be provided, it is prepared by the Department Supervisor or Designee.
   
   Note: This notification letter is not provided to the employee until their last physical day of employment.
3. HR Representative provides HR Analyst with a copy of the Notification Letter to process a Termination Transaction in the system.
4. HR Analyst advises the Benefits Coordinator.
5. Department's Attendance Clerk balances accruals with the Payroll Designee, completes the Pink Separating Timesheet and submits it to Payroll.
6. Payroll processes transaction in the SCO system. Once the pay has been generated, the Pay Warrant is provided to the Supervisor or HR Representative.
7. Department Supervisor or designee picks up a Separating Packet from the Human Resources Department. Depending on the employee's type of appointment, the packet may consist of the following forms:
   1. Separating Attendance
   2. Staff Clearance Form
   3. Separation from CalPERS (Benefit Eligible Employees only)
8. UCRS Contribution Plan Distribution Kit (Hourly Employees only)
9. COBRA Benefits Notification Form (Benefit Eligible Employees only)
10. Exit Interview Form
11. Supervisor meets with the employee and advises him/her that he/she is been discharged. Supervisor provides employee with final Pay Warrant and the Separating Packet/Documents.
12. If employee is not willing to do the Clearance Process, the Supervisor collects all the University Property from the employee and informs HR of the Employee's unwillingness to do Clearance Process.
13. Supervisor or department designee takes the Clearance Form around campus to return property and obtain signatures.
14. Supervisor or department designee submits the completed Clearance Form for the Human Resources Department.
15. Benefits Coordinator is advised to mail out COBRA notification for eligible employees.