A separation occurs when a University SHRA employee resigns from State employment, retires, is involuntarily separated, or dies. This policy details the provisions and procedures for the following types of separation:
This policy applies to employees who voluntarily leave their employment with the University. It also serves as a resource in the case of the death of an employee.
This policy details the provisions and procedures for employees who resign, retire or die or who separate while on medical leave.
Refer to the State’s Separation Policy for information on the following types of separations:
Refer to the Layoff policy for information on separation by reduction in force.
Employees can end their employment with the State by submitting a resignation in writing to their supervisor or other appropriate member of management. Employees are generally expected to provide at least a two-week notice prior to their last day of work.
Employees participating in a State or University retirement program apply for retirement through Benefits Services in the Office of Human Resources (OHR). The effective date of retirement is always the first calendar day of a month.
Benefit Services recommends that employees
Retiring employees should refer to the TSERS Handbook for more information on the State Retirement System and Mandatory Retirement Plan Decision Guide for Optional Retirement Plan information. For more information or assistance with the retirement process, employees should contact the OHR Benefits Consultant assigned to work with their department.
Additional information can also be found on the OHR Retirement Programs page.
The OHR Benefits Consultant can provide assistance in securing University benefits, entitlements and final compensation when an employee dies. Once notified of the death of an employee, either by the department or family member, payout (including eligible leave and longevity) is made to the deceased employee’s estate. Payment is released to the estate’s administrator or executor, or, in the absence of an administrator or executor, to the clerk of superior court of the deceased employee’s county of residence.
When an employee resigns, the separation date is the last day the employee works.
When an employee retires, the separation date is the last day the employee works or the last day of paid leave if the employee chooses to exhaust vacation leave prior to retirement.
If an employee is exhausting approved sick/vacation leave for medical reasons and then resigns or dies before returning to work, the separation date is the date the employee resigns or dies.
Separations must be processed through ConnectCarolina in time to meet payroll deadlines to ensure complete and proper approval and processing prior to generating the employee’s final paycheck.
The leave payout provisions below are just an overview and apply only to employees separating from University employment for reasons described in this policy (resignation, retirement, death or separation while on medical leave). All leave payout provisions are detailed in the Leave, Paid time off, Payouts and Transfers policy.
An employee’s total final leave payment is subject to retirement contributions for full-time employees and is charged to the budget(s) from which the employee’s salary is paid.
The University may deduct any debts owed to the University from an employee’s final paycheck (for example, overdrawn leave at the time of separation).
Employees receive a lump sum payout for accumulated vacation leave, not to exceed 240 hours (prorated for part-time).