107.1 Clearance
Employees who are terminating employment must complete the Georgia State University clearance process. It is the responsibility of the employee to assure the University that he or she does not have any outstanding obligations to various departments on campus. This process is normally completed on the last working day. A terminating employee must obtain a Termination Clearance form from their department or from Payroll, Benefits & HRIS.
When notified of termination, the employee must return all University property and must leave the University premises by the date specified. See Termination Clearance under Resignation.
A representative from each department listed on the form must sign to indicate that the employee has no outstanding obligations. If the employee owes money to the University, Georgia State is authorized to hold accrued vacation pay to cover the obligation. Important: if the employee does not complete the clearance process, any regular pay and vacation pay that is due to the employee may be delayed.
By 4:00 pm on the last day of work, the employee should report in person with the completed Termination Clearance form and final timesheets or Report of Absence form to Payroll, Benefits & HRIS for clearance from the University. A final paycheck will be mailed or deposited directly into the terminated employee’s account.
107.2 Involuntary Termination
Staff employees may be terminated for cause. Georgia State University encourages all supervisors to follow the progressive discipline process; however, there are certain offenses that warrant immediate termination. Supervisors who are considering termination of an employee must contact Human Resources to ensure that all applicable laws, regulations, and policies are observed. Those offenses should then be discussed with employees by their supervisor. When notified of termination, the employee must return all University property and must leave the University premises by the date specified. See Clearance.
107.3 Reductions in Force (RIF)
Should it become necessary to reduce the workforce at the University, job eliminations or job consolidation may be required. When personnel reductions become necessary, affected employees will be given 90 days’ notice when possible so that they may seek employment elsewhere within or outside of Georgia State University. For more information, please see the Reduction in Force Policy at: https://hr.gsu.edu/service-centers/employee-relations/popular-forms/#section4.
Employees who are terminated, demoted, or otherwise adversely affected by reorganization, redirection, program modification, or financial exigency, as approved or determined by the University president or designee, are not governed by the procedures described in the Staff Grievance Policy.
107.4 Rehire after Termination
Former employees who are terminated for cause are generally not eligible for rehire. However, former employees who were terminated for cause may request the Associate Vice President of Human Resources to review the case and determine eligibility for rehire six (6) months from the effective date of the termination. The Associate Vice President’s decision will be rendered after a review of the employee’s work records at the University and other information as deemed appropriate.
107.5 Resignation
Resignation is voluntary relinquishment of employment by an employee. An employee should submit a written notification of termination a minimum of two weeks prior to his or her last day worked. Before leaving, the employee must return all University property including keys, I.D. cards, etc.
Employees who resign for any reason are requested to give as much notice as possible.
107.6 Retirement
No staff member may be required to retire because of age. The requirements for retirement under TRS can be found in the Board of Regents Policy Manual, Section 8.2.8. Employees planning retirement are encouraged to discuss their plans with representatives in the Benefits Office within 120 days of their planned retirement dates.
107.7 Exit Interview
Employees who voluntarily are separated from the University (either by resignation or retirement) will be sent an electronic link to complete an exit interview. The purpose of the exit survey is to gain perspective and information on the employment experience at the University and the employee’s decision for leaving the institution.
Each Human Resource representative for a college/division/unit should notify the Office of Employee Relations and HRIS of resignations and retirements in a timely manner to ensure each employee receives an exit survey. If a resigning/retiring employee does not receive an exit survey, he/she may contact the Office of Employee Relations at 404-413-3356 to have one sent.
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