Policy Number: 04.04
Issued Date: 07/01/2006
A staff member wishing to leave employment with Duke in good standing must provide a written resignation to the immediate supervisor at least two (2) weeks prior to the effective date for hourly-paid staff (except RNs) and one (1) month prior to the effective date for RNs and monthly-salaried staff. The staff member’s resignation will precipitate the termination process (to include, termination notice, eligible for rehire designation, final pay and exit interview information).
- Voluntary Resignation or Retirement
- Accrued Sick Leave (Retiring Hourly-Paid Staff)
- Exit Survey
- Involuntary Termination
To allow for time to plan for a staff member’s departure and replacement and for the staff member to leave Duke in good standing, he or she must give written notice of resignation based on the requirements below. The supervisor can waive the notice period. Staff who do not provide sufficient notice will be designated not recommended for rehire.
|Written Notice||2 weeks
(RNs are required to provide a 1- month written notice)
|1 month||2 weeks
(RNs are required to provide a 1- month written notice)
|Exit Survey Process||Eligible||Eligible||Eligible||Eligible|
|Pay for Accrued and Unused Time Off||Voluntary Resignation:
· 50% of accrued and unused Short-Term Bank hours are viable if a staff member’s length of employment is greater than 90 calendar days but less than one year.
· 100% of accrued and unused Short-Term Bank hours are viable if a staff member’s service is one year or more.
|· All staff members receive 100% pay for accrued and unused vacation and discretionary holidays if termination occurs after the orientation and evaluation period.|
100% of accrued and unused Short-Term Bank and Long-Term Bank hours are viable.
|Payment for Accrued and Unused Time Off||· Upon termination of employment, a staff member will receive a lump sum payment for unused PTO/Short-Term Bank.
· If retiring, a staff member may receive 100% of current base rate of pay/benefits for each STB and LTB hour until all hours are used – extending service to retirement date.
|· Upon termination of employment, a staff member will receive a lump sum payment for unused vacation.
· If retiring, a staff member may receive 100% of current base rate of pay/benefits for each vacation and/or discretionary holiday hour until all hours are used – extending service to retirement date.
|Final Paycheck||· The final check will be deposited in the staff member’s designated bank account or sent to his or her last stated home address on the next scheduled payday following separation. Upon termination, a staff member’s final pay is subject to all involuntary deductions established and to all voluntary deductions authorized by the staff member.
· The staff member may direct that voluntary deductions not be made from his or her final paycheck. For health, dental, and vision benefits, the employee must submit a request in writing to Duke Human Resources prior to their last day worked. For the Duke Faculty and Staff Retirement Plan, you may change or stop your voluntary contributions (pre-tax or Roth after-tax) at any time through Retirement Manager. For other voluntary benefits, the employee would need to contact the benefit vendor directly. For other Duke voluntary deductions, such as parking, the employee would need to contact the department responsible for those deductions to request cancellation of the deduction. Deleting voluntary deductions is the sole responsibility of the staff member. If the staff member does not initiate action to delete any or all voluntary deductions, those deductions will be taken from a final paycheck. In the case of deletion, any contribution normally made by Duke in the affected category will not be made.
|Return of Duke Property||All work-related equipment should be returned to the supervisor by the staff member’s last day of work. These items include – but are not limited to – tools, identification badges, procurement cards, cell phones, pagers, keys, computer equipment, etc.|
|Termination/ Transfer Check List||Please refer to Duke's termination and transfer checklist.|
|Retirement Preparation||All retiring staff should contact the Benefits Office for information regarding preparations for retirement and calculation of eligible accrued time off.|
Please refer to the table below for information concerning the use of accrued sick leave for retiring hourly-paid staff.
|Hourly-paid staff who elect to retire from Duke will receive either a normal or early reduced pension – as provided in the Employees' Retirement Plan. These individuals are also eligible for additional credited service by calculating the amount of the retirement benefit. At the time of retirement, a staff member's total accrual of unused sick pay or carry over bank hours is calculated.||The total of unused sick pay or carry over bank hours is used to adjust the staff member's credited years of service for benefit calculation. This adjustment is accomplished by taking the total number of the unused sick-pay or carry-over bank hours and converting them into additional length-of-service credits that are then used to calculate the staff member's eventual retirement payment.
The exact method of computation of pension benefits and the conversion of unused sick pay or carry over bank hours into additional length of service credits is governed and defined in the Employees' Retirement Plan.
An exit survey process is available to assist with retention and recruitment efforts. The process has been established for staff who are voluntarily terminating their employment with Duke.
This process is designed to elicit voluntary information about each departing staff member's experience at Duke and the reasons for their leaving. This data is collected, analyzed, and reported to Duke leaders to recommend improvements to policies, procedures, and practices.
All staff who are voluntarily resigning are sent an invitation to their Duke email account encouraging them to complete the online questionnaire. This is an anonymous survey unless the staff member requests contact and provides contact information. The information provided will be used as part of Duke's continuing efforts to improve policies, practices, and programs and to create a more favorable workplace and work experience.
- If the staff member has already left Duke he/she will not be sent a survey request.
- If the staff member does not have an email address, the supervisor will be sent the survey and asked to have the staff member complete and return to Staff and Labor Relations.
This process does not apply to staff who are transferring within Duke, staff leaving Duke involuntarily, temporary staff or faculty members.
For further information of the exit survey process, please contact the Staff and Labor Relations Office at 684-2808.
After appropriate counseling, staff who are unable to meet the established standards of performance or conduct for a position may be terminated.
Please refer to the table below for further information concerning involuntary termination at Duke.
|Reason for Termination||Eligibility for Rehire|
|Performance||Eligibility for rehire is dependent upon the appropriate match between the job vacancy and the staff member's skills and capabilities.|
|Misbehavior or Misconduct (including attendance violations)||Staff who have been terminated for disciplinary reasons other than serious conduct or performance violations will be eligible to seek Duke employment after having demonstrated acceptable work performance during the gap of separation.|
|Serious Conduct or Performance Violations||Staff terminated for serious conduct or performance violations are not eligible for rehire in any type of Duke employment.|
Involuntary termination requires prior review and approval by the entity/department Human Resources representative and a Staff and Labor Relations representative. The basis for the termination and the facts supporting the action must be fully documented. If a staff member is absent for three consecutive, scheduled workdays without contacting his or her supervisor or department in accordance with departmental procedure, the staff member will be considered to have abandoned the position and will be discharged.
Please refer to the table below for information concerning notification of involuntary termination and termination payment.
|Written Notice||Dependent upon reason for termination. See previous chart.|
|Accrued and Unused Time Off||
50% of accrued and unused
|Final Paycheck and Deductions||The final check will be deposited in the staff member's designated bank account or sent to his or her last stated home address on the next scheduled payday.
Upon termination, a staff member's final wages are subject to all involuntary deductions established and to all voluntary deductions authorized by the staff member.
The staff member may direct that voluntary deductions (such as parking fees) not be made from his or her final paycheck by the timely completion and signing of an authorization that deletes deductions. This form for this authorization can be obtained by contacting the Benefits Office. The deletion of voluntary deductions is the sole responsibility of the staff member. If the staff member does not initiate action to delete any or all voluntary deductions, those deductions will be taken from the final paycheck. In the case of deletion, any contribution normally made by Duke in the affected category will not be made.
|Return of Duke Property||All work-related equipment should be returned to the supervisor by the staff member's last day of work. These items include – but are not limited to – tools, identification badges, procurement cards, cell phones, pagers, keys, computer equipment, etc.|
|Exit Survey Process||Not Eligible|