Delivery of the Notices

You may choose to deliver the Notices (1) in-person, (2) via Zoom or (3) by mail (USPS Priority, FedEx or UPS - make sure you include a tracking option).

If you choose to deliver the Notice in person or via Zoom, you should schedule a meeting with the employee to deliver the Notice, not indicating the purpose of the meeting. A general “touch base” should suffice. Your Labor Relations Analyst/Advocate will be present with you during this meeting, so please share the meeting information with them confidentially.

If you are conducting the meeting Via Zoom, plan to have the Notice, attachments, and proof of service ready to mail or email after the meeting.

If you are conducting the meeting in-person, plan to have a copy of the Notice, attachments, and proof of service ready to provide to the employee.

IMPORTANT: If you are terminating a represented employee, a hard copy of the Notice, attachments and proof of service must also be sent to the union representative.

Personal Delivery

When delivery is to be made by personal presentation, the person who will actually deliver the document(s) should complete the Proof of Service form and hand the document to the employee. Some points to remember:

• The individual who signs the Proof of Service must actually hand the document to the employee.
• The signator on the Proof of Service cannot be a party to the subject matter of the document. In other words, the supervisor signing the termination notice cannot sign the Proof of Service.
• The signator to the Proof of Service should not be a bargaining unit employee or a subordinate of the individual to whom the document is addressed.
• When Personal Delivery is used, a supervisor should have another supervisor handle the delivery.
• A copy of the Proof of Service form(s) should be attached to copies of the transmitted documents that will be retained in the department.

By mail (via USPS Priority, FedEx, or UPS)

When delivery is by United States Mail, the person who is going to mail the document fills out the Proof of Service form and mails it with the document. Some points to remember:

• The envelope should be addressed to the employee's last known address.
• The signator on the Proof of Service cannot be a party to the subject matter of the document. In other words, the supervisor signing the termination cannot sign the Proof of Service.
• The signator to the Proof of Service should not be a bargaining unit employee or a subordinate of the individual to whom the document is addressed.
• The person signing the form should place the document(s) in the envelope, including a copy of the Proof of Service, seal it, and send it via USPS Priority mail with tracking, FedEx or UPS the same day the POS is signed.
• A copy of the Proof of Service form(s) should be attached to copies of the transmitted document that will be retained in the department.