Paid Vacation Leave and Separation
Minnesota Management and Budget empowers state agencies to adopt policy about use of vacation leave prior to separation (see memo in supporting URLs). St. Cloud State University has determined that supervisors may approve up to two weeks of vacation leave at the end of employment. If there are extenuating circumstances that have prevented the employee from using vacation leave which have been documented by the supervisor, approving some additional leave is possible.
The decision to approve or deny vacation in each instance must be based on the needs of the work unit and/or usual work practices. Vacation approval decisions should be made on the same basis for all employees, when an employee is planning to separate supervisors must consider the impact leave will have on transition of work to other employees. Leave should be denied when the use of vacation will create undue hardship on remaining or new employees (i.e. being unaware of deadlines and regular tasks, being unprepared for transfer of communications, or being untrained or poorly trained to adequately complete the separating employee’s work). Separating employees who plan to use vacation at the end of employment may wish to consider providing a longer notice period to ensure a smooth and thorough transition.
Unpaid Leave and Separation
Employees may be able to take leave without pay, dependent on applicable bargaining unit agreements or state employee plans. If the leave is more than one year, qualifying employees must seek approval according to their bargaining agreement. See paid leave balances and separation policy in supporting URL section for more information. An employee may be able to take an unpaid leave of absence, including for medical reasons, without using all accrued paid leave. Prior to initiating an unpaid leave, employees should consult with Human Resources. If an unpaid leave ends in separation, accrued benefits will not be liquidated prior to separation, but rather must be paid out after the last date of employment.
Employees considering separation from employment, or unpaid leave from SCSU are encouraged to consult with Human Resources in advance to learn about the impact of their separation and options related to insurance coverage or other benefits. Separating employees must provide written notice to their supervisor that includes their last date of employment. The employee’s supervisor shall then initiate a Personnel Action Processing Form which is signed by individuals in the chain of supervision and ultimately submitted to Human Resources (see supporting URLs). Human Resources will process separation from employment when the Personnel Action Processing Form has been fully executed and approved.
The supervisor and separating employee should review and discuss expectations and create a plan for completing work and transitioning ongoing projects and responsibilities. Property and equipment issued, allocated, or otherwise provided by the University to the employee should be reviewed and accounted for. A schedule or appropriate date will be established for the return of all such property and equipment, including but not limited to computers, phones, tools and keys. If a supervisor approves the use of leave at the end of a person's employment it is recommended that arrangements are made at the beginning of the final leave to return university property and keys and complete any other separation processes.