Employee Resignations

Type: 
Procedure
Category: 
Human Resources
Department: 
Human Resources
Phone: 
(541) 463-5313
Primary Contact: 
Dennis Carr
Contact Email: 
Responsible Executive Authority: 
Chief Human Resources Officer
Purpose: 

This procedure describes the steps to be taken by employee, employee's supervisor, and Human Resources when an employee resigns.

Narrative: 

Giving Notice

Employees who voluntarily resign from college employment are expected to provide written notice to their supervisor at least 10 working days in advance.  This notice should include the following information:

  1. The last day on the job;
  2. Last day of pay (if the employee plans to use paid leave beyond the last date on the job); and
  3. Reason for resignation (e.g., other employment, dissatisfaction, change of residence, family obligations, illness/injury, etc.).

Final Paychecks

It is the responsibility of the employee's supervisor to notify Human Resources of the resignation immediately so that the final paycheck can be prepared according to the requirements of the Oregon Wage Collection Law (Oregon Revised Statutes 652.140-190).  This law provides generally, that:

  1. When at least 48 hours of notice is given, excluding Saturdays, Sundays and holidays, the paycheck is due on the final day of work.  If the final day worked falls on a Saturday, Sunday or a holiday, the check is due not later than the end of the next business day.
  2. When the employee quits without notice, the final paycheck is due within five days, excluding Saturdays, Sundays and holidays.  If, however, a regular payday occurs within the five-day period, the employee must receive all wages due at that time.

Paperwork Requirements

If the employee is in a budgeted position receiving a monthly salary, the employee's supervisor is responsible for completing the following steps according to the timelines outlined above for final payment of wages:

  1. Provide a copy of the letter of resignation to Human Resources so that Human Resources staff can originate a Personnel Action Form to generate a final paycheck and remove the employee from the department payroll;
  2. Submit a final Leave Record Form for the employee;
  3. Submit a final Individual Time Report if the employee is to be paid overtime in the final paycheck; and
  4. Recover all college equipment and building keys in the employee's possession.

If the employee is an hourly employee, the employee's supervisor is responsible for completing the following steps according to the timelines outlined above for final payment of wages:

  1. Provide a copy of the letter of resignation to Human Resources;
  2. Submit a Personnel Action Form to remove the employee from the department payroll;
  3. Submit a final Individual Time Report for the employee;
  4. Submit a final Leave Record form for the employee, if the employee accrues leave; and
  5. Recover all college equipment and building keys in the employee's possession.

If the employee is a part-time credit instructor who is resigning prior to completion of their assignment, the employee's supervisor is responsible for completing the following steps according to the timelines outlined above for final payment of wages:

  1. Provide written or verbal notice of termination to Human Resources;
  2. Submit a Part-Time Credit Faculty Statement of Appointment Form reporting total hours worked in the current term;
  3. Submit a final Leave Record form for the employee, if the employee accrues leave; and
  4. Recover all college equipment and building keys in the employee's possession.

(see also Retirement)

Date Adopted: 
Saturday, May 1, 1999
Date Last Reviewed: 
Sunday, September 1, 2002