Appalachian District Health Department
Policy and Procedure Policy Name Personnel Policies Policy Topic Employee Separation
Section 100
Approved Date:1-89
Chapter 116
Revision Date:1-16-18
Purpose:
To provide a clear and consistent guidance and procedures for employees separating from their employment with the District.
Policy:
Appalachian District Health Department will follow the policies and procedures listed below for each type of separation.
Resignation Employees that resign from employment with the District shall submit a written resignation not less than two weeks prior to their last day of work. The Health Director has the authority to deny the payout of accumulated annual leave to an employee if no resignation is received, or if a written resignation is not received at least two weeks prior to the last day of work. Payout of accumulated annual leave shall be limited to a maximum of 240 hours. Persons who resign without notice shall be ineligible for future reemployment with the District. The following procedures should be followed upon submitting a resignation to receive final compensation from the District: 1. Submit final attendance leave and travel sheet to immediate supervisor. An accumulated annual leave balance cannot be determined or paid out until this is received in the District Business Office. 2. Turn in all property that belongs to the District; including but not limited to: a. Keys b. District identification badge(s) c. Equipment (computer, flash drives, cell phone or otherwise) d. Passwords Dismissal Dismissal is involuntary separation for cause. All employees of the Appalachian District Health Department are subject to the State Human Resources Act. The District follows the policy and procedures set out in the N. C. Administrative Code on discipline and dismissal of local government employees. Those administrative rules may be found at this website address: Click Here The rules on discipline and dismissal are found in SECTION .2300 - DISCIPLINARY ACTION: SUSPENSION, DISMISSAL AND APPEALS.
Reduction in Force (RIF) 1|Personnel Policies – Employee Separation
Appalachian District Health Department
Policy and Procedure Policy Name Personnel Policies Policy Topic Employee Separation
Section 100
Approved Date:1-89
Chapter 116
Revision Date: 1-16-18
The District may separate an employee for lack of work, lack of funds or because of reorganization. This type of separation is a Reduction in Force (RIF). The District’s policy and procedure for conducting a RIF is found at Chapter 129 of these policies. Retirement Persons retiring from employment with the District should give as much advance notice as possible, but in any case at least two weeks. This will permit the District to evaluate the use of this position in the future and to begin recruitment efforts as necessary. The District will provide a gift of appreciation based on years of service with the District according to procedure established. The Personnel Committee will review, on at least an annual basis, amounts to be allocated. 1. The employee may choose a gift from the current list approved by the District. 2. The item will be chosen upon application for retirement. 3. Years of ADHD service will be used to determine the cost of gift will be as follows: 20 years 25 years 30 years 35+ years
$75.00 $100.00 $125.00 $150.00
Death In Service A District employee who dies while employed by the District shall be separated effective the date of the employee’s death. Payment for unpaid salary, unused vacation leave (the 240 hour maximum does not apply in this situation), and travel must be made, upon establishment of a valid claim, to the deceased employee’s administrator or executor. In the absence of an administrator or executor, payment must be made to the Clerk of Superior Court of the county of the deceased employee’s residence. Payment shall not be made for unused sick leave. The District will work with the deceased employee’s executor or administrator to accomplish these payments as quickly as possible. Voluntary Resignation without Notice An employee who is absent from work and does not contact the District for three consecutive scheduled workdays may be separated from employment as a voluntary resignation without notice. A factor to be considered when determining whether the employee should be determined to have voluntarily resigned is the employee’s responsibility in failing to contact the District. 2|Personnel Policies – Employee Separation
Appalachian District Health Department
Policy and Procedure Policy Name Personnel Policies Policy Topic Employee Separation
Section 100
Approved Date:1-89
Chapter 116
Revision Date: 1-16-18
This type of separation is considered a voluntary separation from employment with the District and may not be grieved. This type of separation shall also disqualify an employee from future re-employment with the District. At the discretion of the Health Director, when an employee voluntarily resigns without notice, any unused vacation leave not to exceed 240 hours may be paid in a lump sum. Payment shall not be made for unused sick leave. Payout for accumulated compensatory time earned from working overtime shall be handled in accordance with this policy. Separation Due to Unavailability An employee may be separated on the basis of unavailability when he/she remains unavailable for work after all applicable leave credits have been exhausted and the District does not grant a leave without pay, or does not extend a leave without pay period, for reasons deemed sufficient by the District. Such reasons include, but are not limited to, lack of suitable temporary assistance, criticality of the position, budgetary constraints, etc. Such a separation is an involuntary separation and not a disciplinary dismissal and may be grieved. The District has the burden of proof to demonstrate that the employee was unavailable, that reasonable efforts were undertaken to avoid separation, and the efforts to avoid separation were unsuccessful. Definitions to be used in this type of separation: a. Unavailability may be due to: (1) the employee’s inability to return to all of his/her position’s essential duties and work schedule due to a medical condition or the vagueness of a medical prognosis; and (2) the employee and the District cannot reach agreement on a return to work arrangement that meets both the operating needs of the District and the employee’s medical/health needs; OR b. Unavailability may also be due to: (1) the employee’s inability to return to all of the position's essential duties and work schedule due other extenuating circumstances, and (2) the employee and the District cannot reach agreement on a return to work arrangement that meets both the needs of the District and the employee's situation.
Payout for Accumulated Compensatory Time at Separation 3|Personnel Policies – Employee Separation
Appalachian District Health Department
Policy and Procedure Policy Name Personnel Policies Policy Topic Employee Separation
Section 100
Approved Date:1-89
Chapter 116
Revision Date: 1-16-18
Non-Exempt employees separating for any reason must be paid out all of their accumulated compensatory time earned from working overtime. Payment for this leave may not be withheld for any reason.
4|Personnel Policies – Employee Separation
