4.18 Terminal Vacation Pay/Termination Process
Terminal Vacation Pay
An individual leaving the employ of the University will be compensated
for any vacation time accrued and unused at the time of termination- "Terminal
Vacation Pay" is not an additional benefit (such as separation pay)
but refers to the monetary settlement of any accrued vacation upon termination.
The procedure will be for individuals to be compensated for accrued vacationin
a lump sum on their last regular payday, or thereafter, depending on whether
all termination processes have been completed and all obligations met.
The University will make this payment in such a way as not to affect persons
adversely with regard to withholding taxes.
Vice President for Administrative Services Approved, 3/77
Termination Process
Purpose:
The objective of the policy is to ensure that all employees are properly
informed of their fringe benefits; to arrange for settlement of all obligations
with the University; and to permit the University to secure relevant turnover/termination
information.
Procedure:
For all University employees who terminate their service with the University
of Northern Iowa, the following procedure shall be followed:
1. If at all possible, the department head should notify the Staff Personnel
Office of terminationspending, as soon as such information is available.
For Merit System employees, such information can be provided on the time
card just above the department head's signature. For Professional/Scientific
staff or faculty members, a telephone call to the Staff Personnel Office
would suffice.
2. The employee shall meet with the department head to discuss the termination
procedures. Merit System employees should give at least two weeks notice
and the Professional/Scientific employees at least thirty days notice
to the department head, whenever possible.
3. The department head and the employee will, upon conclusion of this
discussion, complete the prescribed departmental "EMPLOYEE TERMINATION
MEMORANDUM". Arrangements for the employee to meet with a representative
of the Staff Personnel Office will be made at this time.
4. The Staff Personnel Office representative will:
a) Conduct the exit interview following prescribed guidelines and
using the prescribed form (if applicable).
b) Complete the Employment Termination form in the following manner:
1. Staff Personnel Office clerical person will type in the SECTION
A, EMPLOYEE IDENTIFICATION.
2. The Staff Personnel representative will complete the applicable
portions of SECTION B, STAFF PERSONNEL INFORMATION, and will also
complete the SECTION C, TERMINATION/RESIGNATION NOTICE; give the employee
a copy and properly route the remaining copies.
3. SECTION D, OBLIGATIONS will be reviewed with the employee and
signatures affixed in Section E.
5. Proper routing of the form includes each office representative securing
the proper information and signing in the appropriate place, keeping designated
copy for their file. The last person to approve the form will be the payroll
supervisor, who will approve for final settlement and forward final copy
to Staff Personnel for the employee's file.
Settlement of Obligations
Upon termination employees have a responsibility to settle their obligations
to the University before leaving. All University property (including keys)
must be returned to the place of issue. The terminal salary payment may
be withheld until such time that it can be assured that all obligations
have been met. Final terminal salary payment will be made within the prescribed
payroll procedures and time frame.
Administrative Council Approved, 2/76 | 
