3501 PR.11 C&T and M&P Employee Layoffs

Revision Date: 
May 5, 2005

1 – Policies and Responsibilities

Review Applicable Policies

Layoff refers to a specific type of reduction or termination of employment that is normally initiated by a department because of circumstances such as:

  • a lack of work (for example, as a result of a reorganization, restructuring or elimination of work, or measures undertaken to improve the efficiency of the work unit)
  • a lack of funds (for example, as a result of a budgetary reduction or other measures to achieve budgetary savings).

Contractual obligations governing layoff for clerical and technical employees are contained in Article 17 (Link 1) of the bargaining agreement negotiated with Local 34.

The policies and practices governing layoff for managerial and professional staff and clerical and technical staff excluded from the bargaining unit are contained in Section 107 (Link 2) of the Personnel Policies and Practices Manual.

Roles and Responsibilities

The layoff process involves the following roles and responsibilities:

Role

Responsibilities

Department supervisor

  • notifies department business manager of potential layoff and discusses reasons for request for layoff.
  • once approved by Human Resources, meets with employee to discuss impending staffing changes; if Local 34 bargaining unit, invites union representative to attend.
  • notifies employee of layoff with 90-day written notice.
  • if employment is extended, notifies employee who is to be laid off, in writing before 90th day.

Department business manager (some responsibilities may be performed by supervisor, depending upon department)

  • determines (in consultation with department administrators) that no department vacancy exists that is appropriate for the employee.
  • requests approval of layoff in writing. Request directed to Client Support.
  • if employee transfers to new department prior to layoff, forwards personnel records to new department and, for non-grant-funded employees, transfers value of terminal vacation pay.
  • submits HR Notification Form and time and attendance records to Client Support.
  • enters element-level schedule for terminal vacation pay as needed

    or

  • if C&T chooses salary continuation or Interim Employment Pool, transfers value of terminal vacation pay to appropriate University fringe benefits organization.
    • makes sure that employee clears any outstanding travel advances.
    • returns employee keys, ID card (except IEP), etc. to appropriate offices
    • requests termination of user accounts and security access for departing employee.
    • retains employment summary record in department files for use in confirmation of employment and recommendations.

Employee

  • after notification of layoff, meets first with Human Resources Generalist and then with Staffing Specialist to discuss employment options, benefits, job search techniques.
  • if C&T, submits option election form to Human Resources Generalist.
  • clears any outstanding travel advances.
  • returns keys, ID card (except for IEP), other University-owned items, to supervisor prior to departure.
  • notifies Parking of departure.
  • provides supervisor with a forwarding address.

Human Resources Generalist

  • approves or denies layoff request.
  • meets with employee after layoff notice is issued to review employment options, benefits, job search techniques.
  • verifies terminal vacation pay for all employees; enters terminal vacation pay in Human Resources database; forwards M&P attendance cards to Employee Records.
  • enters layoff data in Human Resources database, including postings, salary continuation as applicable.
  • processes recovery of C&T rolling advance if applicable.
  • generates pink slip for unemployment compensation.
  • notifies Homebuyer’s Program when applicable.

Transaction Center

  • processes final paycheck including terminal vacation pay, if applicable

Benefits Office staff

  • receives notification of employee departure through system reports.
  • send employee official COBRA notification letter.
  • updates benefits-related information in Human Resources database as needed.
  • notifies benefits providers as appropriate.

2 – Request Approval for Layoff

Determine Necessity for Layoff

Before seeking approval for the layoff of an employee, the employee’s supervisor should:

  • make certain that the proposed layoff is in conformity with relevant contractual obligations and/or University policies and practices
  • make certain that there is no vacant position within the department that would be appropriate for the employee
    • The supervisor should consult with the business manager and/or other department administrators to make this determination.

Once these determinations have been made, request approval from Human Resources for the layoff as follows.

Request Approval

Human Resources approval is required for all layoffs including layoff of fixed-duration employees.

Prepare a memo including the following information:

  • employee name
  • department
  • job category and title
  • specific reason(s) for layoff, in conformity with applicable policies governing layoff
  • if any of the work will continue to be done, who will do that work, alternatives considered
  • the proposed layoff date
  • your name, telephone number, e-mail address
  • date of the request
  • provide an organization chart of department/unit

Hand-deliver or e-mail the memo to the appropriate Human Resources Generalist:

Then forward the request to…

Central Campus and Medical School employees:

  • Client Support: 153 College Street

Library employees:

  • Library: Sterling Library

 

Receive Response From Human Resources

The Human Resources Generalist will contact you to obtain additional information if needed, and will notify you that the layoff has been approved or denied.

3 – Submit Layoff Confirmation

HR Notification Form

If the layoff has received approval from the appropriate office, complete and submit a Human Resources Notification Form (Link 3) approximately two (2) weeks prior to the effective date of the layoff.

The HR Notification Form serves as the official confirmation of the layoff.

After Human Resources receives the Notification Form (and, if M&P, the attendance cards) and reviews for completeness, HR Generalist enters the salary continuation to be paid out and provides the Transaction Center with the data. The Transaction Center enters the employee layoff data in the HR database.

It is important to submit the HR Notification Form promptly so that appropriate payroll processing can be completed for terminal vacation pay and, for C&Ts, rolling advance recovery.

Extension of Employment

If the department determines that the planned layoff can be postponed because of a change in departmental needs or funding, you must:

4 – Notify Employee of Layoff

Written Communication

You must inform the employee of the layoff in writing at least 90 days prior to the effective date of the layoff. The letter should include the name of the Human Resources Generalist who will counsel the employee when notified of layoff, and the name of the Staffing Specialist who will provide job search assistance.

A sample letter is available from your HR Generalist.

Meet With Employee

Prior to written notification, meet with the employee, as required for any significant operational change or reorganization, to explain the circumstances and answer any questions the employee may have. For bargaining unit employees, the union representative should be invited to the meeting.

Refer the employee to the Human Resources Generalist and Staffing Specialist for advice and counseling regarding job opportunities, benefits and placement services. Such counseling is available to the employee during the period of notice of layoff and the period thereafter during which the individual is on layoff status. In addition, the joint University/Local 34 Job Search Team is available to assist bargaining unit employees.

Inform Employee If Layoff Is Postponed

If the department determines that the planned layoff can be postponed because of a change in departmental needs or funding, inform the employee in writing as soon as possible prior to the effective date of the layoff.

Also notify Human Resources immediately (see Extension of Employment (Link 4) in Step 3).

5 – Account for Terminal Vacation Pay

Enter TVP Charging Based on Circumstances

Several circumstances determine how and when a laid off employee will receive terminal vacation pay.
Proceed as described in the table below:

If the employee is…

Then …

a C&T who has chosen salary continuation or Interim Employment Pool

  • the salary continuation or IEP wages will be charged to a University fringe benefit account.
  • the employee will receive TVP at the end of the salary continuation or IEP.
  • therefore, use JSA to transfer the value of the accrued TVP to the appropriate University fringe benefit account.
  • end-date the employee labor schedule.

a C&T who has chosen the Training Grant option

  • the employee will receive TVP at the end of employment with your organization.
  • the TVP will be charged based on the employee’s labor schedule.
  • to charge TVP differently from the employee’s regular earnings, create an element-level labor schedule for the TVP, using the CT Vacation Pay element, with an appropriate PTAEO.

an M&P

  • the employee will receive TVP at the end of employment with your organization.
  • the TVP will be charged based on the employee’s labor schedule.
  • to charge TVP differently from the employee’s regular earnings, create an element-level labor schedule for the TVP, using the Salary Vacation Payelement, with an appropriate PTAEO.
  • if the employee will receive salary continuation (dismissal payments), end-date the employee labor schedule.

 

Labor Schedule Note

Layoff date vs. final paycheck date: Do not end-date the employee’s labor schedule before the final paycheck charged to your organization is processed. If the schedule is end-dated prior to processing of the last paycheck, that amount will be charged to the organization suspense account.

If the layoff is postponed, be sure to promptly adjust labor schedules to reflect the later date.

6 – Collect Keys, University Property from Departing Employee

Termination Checklist

Refer to the Termination Checklist to ensure that all required items are obtained from the departing employee.

Keys, ID

Prior to the employee’s departure, collect office keys and the ID card. Return the ID card to the ID Center.

Other University Property

Collect from the employee any University property in his/her possession, such as American Express Corporate Cards, University purchasing cards, VIP cards, laptops and computer equipment used at home, uniforms, tools, etc.

Outstanding Travel Advances

Make sure that the employee clears any outstanding travel advances prior to departure from your organization. Accounts Payable can verify if any advances are outstanding.

7 – Notify Other Departments

Termination Checklist

Refer to the Termination Checklist to ensure that all relevant user access is cancelled.

User Accounts

Contact User Accounts to request cancellation of the employee’s net ID, e-mail, and other accounts and responsibilities (e.g., Oracle, PPP) as of the effective date of the employee’s layoff.

Request cancellation of other access (e.g., Banner, Benefactor) from the appropriate office.

Security

Notify University Security to cancel the employee’s security access codes, if applicable, as of the effective date of the employee’s layoff.

Telecommunications

Notify Telecommunications to cancel the employee’s Toll Authorization Number, and voicemail account, as applicable, as of the effective date of the employee’s layoff.

Parking

Advise the employee to contact Parking to cancel payroll withholding, if applicable.

8 – Retain Records

Employment Summary

Retain an employment summary record for the employee in your files for use in confirmation of employment and recommendations.

Other Documents

Forward all other employee documents to Employee Records, 155 Whitney Avenue.

  1. Complete all relevant items in the Layoff Confirmation section.
  2. Provide TVP information.
    1. Indicate whether or not the employee qualifies for TVP.
    2. Confirm the hours for C&T TVP or calculate the dollar amount due for M&P TVP. Note that this may be the last opportunity to correct any mispayments.

      To calculate the dollar amount for M&P TVP:

      a. Divide the M&P employee’s annual salary by 260 (number of work days in a year).

      b. Multiply the result by the number of accumulated vacation days.

      For information about accrual of vacation time and associated limits, refer to Section 303 (Link 5) of the Personnel Policies and Practices Manual.

    3. If affected employee is retiring, calculate sick time (25% of the sick accruals); use TVP calculator to determine vacation time.
    4. Obtain an approval signature from an appropriate department administrator.
    5. For M&P employees, attach the employee’s original attendance cards to the form and deliver to Client Support.
    6. For C&T employees, submit the form via e-mail or hand-deliver to Client Support.
      1. Promptly notify the Human Resources Generalist.
      2. Notify the employee in writing of the new layoff date.           
      • Exception: C&T employees who go into the Interim Employment Pool retain their ID card while in the IEP.
      • Exception: C&T employees who go into the Interim Employment Pool normally retain their net ID and e-mail accounts while in the IEP.