Separation Documents
DEFINITIONS
Separation: When University employment is terminated for any reason.
Separation Date: The last day physically worked by the employee.
California State Wage & Hour Law: The law stipulates the University must pay a separating employee on the last day of employment or within 72 hours of their final hours worked, depending on the circumstances. See Summary of Policy below.
SUMMARY OF POLICY
Discharged employee - If an employee is discharged, all final wages* earned and unpaid at the time of the discharge are due and payable immediately.
- Voluntary resignation without notice - If an employee resigns without notice, the University must pay the employee all final wages* no later than 72 hours** from the date of separation.
- Voluntary resignation with 72 hour notice - If an employee resigns giving at least 72 hours** notice or has an appointment end date, the University must pay the employee all final wages* on their last day of employment.
* Final wages include: unpaid earnings to date, overtime, shift differential, all unused compensatory time and compensation for unused vacation hours.
** The reference to 72 hours notice has been defined as 72 consecutive hours not work hours. This includes weekends and holidays.
PROCEDURES
Supervisor determines or is notified that employee will be ending employment.
- Supervisor immediately forwards the following documents with employee's signature to the Regional Office: resignation letter, and employee's final timesheet/leave record.
- Regional Office sends the employee a separation letter, forms and informational material, and COBRA notice, as appropriate.
- Regional Office verifies vacation, sick leave and compensatory time balances.
- Regional Office processes on-line separation and prepares Termination Check Request and faxes to UC Davis Payroll.
- UC Davis Payroll processes final check and sends to employee's County or Regional Office for distribution.
- Final Paycheck will be a paper hand check (not direct deposit).
TIPS
UC Davis Payroll needs 3 days to prepare and send a separation check, so the Regional Office needs the separation documents no later than 5 working prior to the employee's last working day.
- Do not delay sending separation documents due to lack of employee signature. Indicate employee "unavailable for signature" and forward to Regional Office.
- Regional Office cannot complete the Separation Check Request without a final timesheet/leave record.
REFERENCE/WEBSITE LINKS
UC Davis Payroll - Wage Law
http://accounting.ucdavis.edu/PR/
Personal Data Form
http://accounting.ucdavis.edu/Forms/personal_data_form.pdf
Separation Documents