HR recommends the following process when an employee separates voluntarily. Examples include voluntary resignation, job abandonment and retirement.

1) Manager receives notification from the employee of their plan to resign. When possible, employees should typically provide a minimum of two weeks’ notice of their intention to separate. Manager obtains written notification with an end date from the employee

2) After the manager receives a formal resignation letter from the employee, they forward it to the HR department along with a signed “Employee Separation Form”. This form serves as notice to stop the employee’s payroll and benefits.

3) Manager will prepare a message to notify the organization about the employee’s departure. Manager and employee will discuss the details that will be included in the message (e.g. name of the new employer and new position).

4) HR contacts IT to deactivate the employee’s email and manage their electronic documents.

• On the Employee Separation Form, manager indicates if the employee’s email address will be deactivated immediately or forwarded to another PROVAIL employee (like the manager) for 30 days. After 30 days the email address is deactivated.

5) Manager collects any PROVAIL property assigned to the employee (e.g. credit/gas card, laptop, chrome book, etc.)

• Best practice: Ask to meet with the employee in-person on their last day and have them bring all company property to that meeting.
  • If the employee does not return all PROVAIL property on their last day, the manager must notify HR right away so HR can deduct the value of the missing property from the employee’s last paycheck. HR must receive notice at least 8 days before the last paycheck is issued in order to withhold funds.
    • If there are fewer than 8 days before the last paycheck is issued, HR could delay payout of vacation hours and deduct missing property amount from the employee’s vacation payout.
    • If timing of these steps still does not allow for timely withholding of funds for unreturned property, then HR will use collections as a final option.

6) Manager returns property to Receptionist at HQ or KDH. 

7) HR sends the employee a link to PROVAIL’s exit survey. Confidentiality will be maintained to the extent possible and the survey notes will not go into the employee’s personnel file.

8) HR will mail a letter to the employee confirming their resignation and cancellation of benefits. The employee will receive information about filing for unemployment, although this does not guarantee the employee will be found eligible for unemployment.

HR recommends the following process for when an employee separates involuntarily. Examples include termination for poor performance, misconduct, and position elimination. When a separation occurs because of death or job abandonment, step 1 can be skipped. Other steps may need to be modified depending on the circumstances. Contact HR for assistance.

1) Managers must speak with the HR Manager or Chief People Officer before terminating an employee (for cause or position elimination). Managers work with HR to ensure that they are in compliance with Federal and State labor laws and review if steps have been taken (for example, progressive discipline) to avoid perception of violation of these laws. 

2) Manager completes the “Employee Separation Form” and routes to HR. The form serves as notice to stop the employee’s payroll and benefits. 

• On the Employee Separation Form, manager indicates if the employee’s email address will be deactivated immediately or forwarded to another PROVAIL employee (like the manager) for 30 days. After 30 days the email address is deactivated.

3) Manager meets with the employee to provide notification of termination. Whenever possible, the HR Manager or Chief People Officer should be present at the meeting. If HR is not available, the manager will ask their supervisor or program director to join the meeting. When notifying an employee, they should be told the reason for the decision and provided information about what to expect next (last paycheck, benefit end date, when and where to return PROVAIL property, etc.).

• Best practice: Wait to let your team know until AFTER the meeting with the impacted employee. These are confidential personnel matters and managers should be very careful sharing more information than is absolutely necessary. If you need to discuss the matter with members of your team for transition planning purposes, use discretion and only share the minimum amount of information necessary.
• Best practice: Ask to meet with the employee in-person and have them bring all company property to that meeting. If the employee does not bring all company property to the meeting, arrange a time (at least 8 days before the last paycheck) for them to return it to their manager. 
• If the employee does not return all PROVAIL property on the agreed upon date, the manager must notify HR right away so HR can deduct the value of the missing property from the employee’s last paycheck. HR must receive notice at least 8 days before the last paycheck is issued in order to without funds.

4) HR will contact IT to deactivate the employee’s email and manage their electronic documents.

5) HR will mail a separation of employment letter to the employee confirming their separation and cancellation of benefits. The employee will receive information about filing for unemployment, although this does not guarantee the employee will be found eligible for unemployment.