Leaving Duke (Voluntary and Involuntary) Policy

Policy Statement

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 (except APPs which requires 3 months). The staff member’s resignation will precipitate the termination process (to include, termination notice, eligible for rehire designation, final pay and exit interview information).

Policy Details

Voluntary Resignation or Retirement

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.

ActionHealth SystemUniversity
Written NoticeHourly-paid:
2 weeks (RNs are required to provide a 1-month written notice)
Monthly-salaried:
1 month (APPs are required to provide a 3-month written notice)
Hourly-paid:
2 weeks (RNs are required to provide a 1-month written notice)
Monthly-salaried:
1 month (APPs are required to provide a 3-month written notice)
Exit Survey ProcessEligibleEligible
Pay for Accrued and Unused Time OffVoluntary 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.
Retirement:
100% of accrued and unused Short-Term Bank and Long-Term Bank hours are viable.
  • All staff members receive 100% pay for accrued and unused vacation and discretionary holidays if termination occurs after the orientation and evaluation period.
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.
  • IRS guidelines only allow mid plan year healthcare changes if you have experienced a qualifying life event within the last 30 days and the change requested is consistent with the event.  If you have gained other group insurance with another employer in the last 30 days, you will need to submit a qualifying life event form via Duke@Work and provide proof of gaining other insurance within 30 days to stop your insurance prior to your final paycheck.  Coverage will be ended the day before you gained other group health insurance. Otherwise, health benefits (medical, dental, and vision) will end the last day of the following month based off last day worked or last day benefits eligible, unless Medicare eligible and no longer working. 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 Duke@Work. 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. Terminated employees may request a copy of their last paycheck stub by contacting Corporate Payroll Services at 919 684-2642.

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.

Use of Accrued Sick Leave for Retiring Hourly-Paid Staff

Please refer to the table below for information concerning the use of accrued sick leave for retiring hourly-paid staff.

Hourly-Paid StatusDescription
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.

Exit Survey Process

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.

Involuntary Termination

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 TerminationEligibility for Rehire
PerformanceEligibility 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 ViolationsStaff 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.

ActionHealth SystemUniversity
Written NoticeDependent upon reason for termination. See previous chart.Dependent upon reason for termination. See previous chart.
Accrued and Unused Time Off
  • 0% of accrued and unused Short-Term Bank hours are viable if the staff member's length of employment is less than 90 calendar days.
  • 50% of accrued and unused
  • Short-Term Bank hours are viable if the staff member's length of employment is more 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.
  • 0% of accrued and unused vacation hours are viable if a staff member's length of employment is less than 90 calendar days.
  • 100% pay for accrued and unused vacation, designated, and discretionary holidays is viable if termination occurs after the 90 day orientation and evaluation period.
Exit Survey ProcessNot EligibleNot Eligible

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.

Policy Number: 04.04

Categories

Workplace Expectations & Guidelines Policy