Separation – Job Abandonment

I. Policy Summary

Employees who voluntarily separate from employment are considered to have resigned their University employment.

A voluntary separation occurs when an employee separates from University employment due to resignation, retirement or job abandonment.

Requirements for the amount of notice required vary, depending upon personnel program.

An employee who is appointed to a limited or casual/restricted position is automatically terminated as of the last day of the appointment, unless there is an earlier separation or a formal extension of the appointment in writing.

II. Related Policies, Contract Articles and References

  1. Personnel Policies for Staff Members (PPSM) - employees not covered by representation

    • PPSM 61 - Release from Limited or Casual/Restricted Positions

  2. Contract Articles - employees covered by representation

III. Authority

The unit has the authority to process separation paperwork once the employee has submitted their letter of resignation and it is acknowledged by the supervisor in writing; when a limited or casual/restricted appointment ends; when the employee retires; or when the employee fails to report to work as scheduled for five consecutive working days and the notice of intent and response period has ended.

IV. Criteria


V. Process Overview

Job Abandonment is considered to be a Voluntary Separation from the University.

Voluntary Separation occurs when an employee of the University decides to end all campus affiliated jobs.

When an employee fails to report to work for five consecutive workdays, the employee is considered to have resigned.

  1. The Supervisor determines employee has failed to report to work.

  2. The Supervisor consults with Employee & Labor Relations (ELR) Analyst to confirm whether job abandonment has occurred.

  3. If the employee fails to report to work for two consecutive work days; the ELR Analyst provides written notification of unexcused absences signed by the supervisor to the employee confirming dates of unexcused absences and the possibility of separation due to job abandonment.

  4. The Supervisor notifies their unit/division of possible job abandonment.

  5. After the Employee fails to report to work for five consecutive work days; the ELR Analyst provides written notification signed by the supervisor to the employee of the intent to separate due to job abandonment. The notification states the reason for the separation, the effective date of the separation, and states the employee's right to respond to the University within fourteen (14) calendar days. The notification is mailed to the employee's home address with a Proof of Service Form.

    • If the employee responds, the supervisor, in consultation with their ELR Analyst, will determine whether separation is appropriate.

    • Issue notice of final decision to employee.

    • If employee does not respond, issue notice of separation to employee.

  6. The Supervisor sends the final time record to SHR Operations.

  7. SHR Operations processes the separation paperwork and final paycheck.

  8. SHR Operations mails the employee their final paycheck and Termination of Benefits Checklist.

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VI. Forms/Resources



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Revised June 2008: A.20c