Human Resources Department
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Employee Separation List for Classified and Unclassified

Resignation Procedure (resignation form)

K.A.R. 1-11-1. Resignation. (a) An employee wishing to resign in good standing shall file with the appointing authority, at least two weeks before the employee's last day at work, a written resignation stating the date it will become effective and the reasons for leaving. If the employee fails to give the required notice, as provided above, the appointing authority may have a statement concerning such failure to notify inserted in the employee's official personnel record. An agency may consider as grounds for refusal to employ a person the fact that the person did not give the required notice when the person resigned from earlier employment with the state. (b) With the approval of the appointing authority, an employee may withdraw a resignation. (c) An unauthorized absence from work for a period of five consecutive working days, and for which the employee does not provide a satisfactory explanation, may be considered by the appointing authority as abandonment of the job and a presumed resignation. Before terminating an employee as a presumed resignation, the appointing authority shall make a reasonable effort to obtain a satisfactory explanation from the employee, and summary of the steps taken to try to obtain the explanation from the employee shall be submitted to the director when the presumed resignation is processed.

Steps to take when leaving KU School of Medicine-Wichita:

1. Based on dates in resignation letter, Human Resources-Wichita will initiate HRIS form

HRIS (ref #73-793-4) Forms automatically take care of any payouts due such as vacation, comp time and holiday comp time for employees separating from KU, in addition, sick pay for qualified retirees. For more information on retirement, click here.

Vacation

You will receive your vacation payout on your last check (via direct deposit if you have direct deposit) if the paperwork has been initiated promptly. Any payouts done after the last paycheck for hours worked will not be direct deposited and forwarded to the employee's department for distribution. (Please be sure that Human Resources has your most recent address before leaving for W-2 purposes.)

Classified employees will be paid for all vacation hours accumulated up to the maximum limit based on the years of service. Unclassified employees will be paid for all vacation accumulated up to 176 hours.

Sick Leave (Not paid out)

Sick Leave will not be paid out when leaving the institution. Upon reinstatement, each employee who separates from state service, may receive the entire portion of their sick leave if reinstatement occurs within 364 days (one year minus one day) from the effective date of leaving state employment.

Shared Leave

Donations must be made in full hour increments. Classified employees donating annual (vacation) leave must have at least 80 hours of annual leave after the donation is made. All employees donating sick leave must have at least 480 hours of sick leave after the donation is made. Unclassified and Unclassified Health Care employees may only donate 80 hours of sick leave in a fiscal year and may not donate annual (vacation) hours.

2. Benefits (ext 3-2615)

  • Health insurance/dental coverage will be effective through the end of the pay period in which you terminate your employment.
  • Information regarding continued coverage under COBRA will be automatically mailed to your home address by the Division of Personnel Services, Topeka.
  • A KPER's withdrawal form will be sent to your home address.
  • An Optional Group Life Insurance request for conversion form will be sent to your home address.
  • An exit interview for all benefits eligible employees will be scheduled with you before your last day.

3. Human Resources (ext 3-2615)

We can not stress the importance of making absolutely sure that Human Resources has your current address prior to leaving the organization, so that we can send you your W2, Benefits information, etc.

4. Information Technology (ext 3-2605) / email : Help Desk Wichita

Attention Supervisors! Please contact Information Technology Services to advise them of employee separation and request frequently used files are saved for future use.

Groupwise:
Call ext 3-2605 or email KU-Wichita Help Desk at helpdesk@kumc.edu to delete access.

Network Access:
Call ext 3-2605 or email KU-Wichita Help Desk at helpdesk@kumc.edu to delete access.

PeopleSoft 6.0 Financials:
Contact Administrative and Financial Services at ext 3-2610.

PeopleSoft 7.5:
Employee/Supervisor should fill out a PeopleSoft Access Form and mark "delete" for user. In comments section state, "(employee name) resigned effective dd-mm-yy." Then forward form to Administrative and Financial Services.

Remote Access:
Employee/Supervisor needs to fill out and sign form to delete their remote access. Information Technology Services has these forms (ext 3-2605).

Kansan Card:
Take Kansan Cards to Administrative and Financial Services.

Equipment return (to your department):

  • Computers
  • Laptops
  • Telephones
  • Cell phones
  • Pagers
  • Books and other media

5. Parking Services (ext 3-2625)

If you purchased a permit via Payroll Deduction, it is vital that the permit is returned to Parking Services to stop automatic deduction from your pay check. If you purchased your permit via cash, credit card, or check, you must return the permit to receive a pro-rated refund for months paid.

6. Miscellaneous return to supervisor:

  • Id cards
  • Keys
  • Uniforms
  • Departmental equipment

7. Review position description with supervisor. Advise him/her of needed changes if necessary.

 

 

Last Modified: June 26, 2008