Layoffs Reductions and Separations 1 Layoffs Reductions and

Layoffs, Reductions and Separations 1

Layoffs, Reductions and Separation Objectives In this training you will learn to navigate the complicated processes of layoffs, reductions in time and separations of UC employees. • To understand ANR’s layoff, reduction and separation procedures • To learn the supervisor’s responsibilities • To become familiar with the employee complaint and grievance rights • To understand ANR’s employee separation procedures • To become aware of ANR’s Career Management Services 2

Layoff/Reduction in Time Layoff Process and Procedure The University of California is committed to creating an equitable environment for each employee and to administering all policies fairly and properly. The Layoff/Reduction in Time process is based on title code and layoff unit and must be completed for any percentage reduction in time, or a layoff of a fixed percentage career position. 3

Layoff/Reduction in Time Layoff Process and Procedure Steps 1. Contact the Staff Personnel Unit and let them know of a probable layoff or reduction in time. 2. An analyst will be assigned to work with you, and will provide you with the layoff/reduction in time template. 3. Include: The employees name/title/appointment percentage, reason for proposed action, effective date of action, justification of layoff. 4. The analyst will review the organizational chart to assist them with the layoff/reduction in time approvals. 4

Layoff/Reduction in Time Layoff Process and Procedure 5. The assigned analyst will begin to process the Seniority Points, and review the layoff/reduction in time plan for approvals. 6. Once the plan is reviewed and found to be in conformance with policy, and any relevant collective bargaining agreements the analyst will send the letters notifying the supervisor. 7. The Layoff/Reduction in Time Notice Letter is to be finalized by the County Director or Department Head. 5

Layoff/Reduction in Time Layoff Process and Procedure 8. If for some reason the effective date has to be changed it should be changed accordingly to match the number of calendar days notice the employee is required to receive. 9. The employee should be given the phone number and website to both the Staff Personnel Unit, and the UC Davis Benefits office for information on Outplacement Services and the effect the layoff will have on their benefits. 10. ANR Staff Personnel Services will keep a list of all employees involved in a layoff/reduction in time, and be aware of new positions in the Layoff Unit that should be available to them. 6

Layoff/Reduction in Time Layoff Process and Procedure • Temporary Layoffs or Reductions in Time • Voluntary Reductions • Exceptions to Seniority Based Layoffs • Union Involvement • Severance • Preferential Rehire • Notice Requirements • Pay in Lieu of Notice 7

Layoff/Reduction in Time Supervisor Responsibilities Document Keep a paper trail of the paperwork process, ensure clear and consistent communication with the staff personnel unit and ensure that all other options have been considered. Keep copies of the paperwork you send to the SPU and copies of the paperwork that you give to the employee. 8

Layoff/Reduction in Time Complaint and Grievance Rights A former employee separated by layoff who is eligible for recall or preference for reemployment as provided in each contract, may file a complaint alleging violations of recall and preference for reemployment. The grievance and complaint procedures are included in the union contracts and in Personnel Policies for Staff Members. 9

Separation Actions Employee Separations When University employment is terminated for any reason or voluntarily separates from employment, a separation occurs. Employees serving a probationary period or holding limited, casual/restricted or floater appointments may be released at any time at the discretion of the University. The employee shall be notified of the release in writing. 10

Separation Actions Employee Separations Separation Policy Discharged Employee – If an employee is discharged, all final wages earned and unpaid at the time of discharge are due and payable immediately. A discharge can be for medical, disciplinary and layoff purposes. Voluntary Resignation without Notice – If an employee resigns without notice the University must pay the employee all final wages no later than 72 hours from the date of separation. Voluntary Resignation with 72 Hour Notice – If an employee resigns giving at least 72 hours notice or has an appointment date, the University must pay the employee all final wages on their last day of employment. 11

Separation Actions Employee Separations Separation Procedures 1. The supervisor determines or is notified that employee will be ending employment. 2. Supervisor immediately forwards documents with employee’s signature to the BOC: resignation letter, a Personal Data Form to verify employee address and employee’s final timesheet/leave record. 3. The BOC verifies vacation, sick leave and compensatory time balance. 4. BOC processes on-line separation and prepares Termination Check Request and faxes to UC Davis Payroll. 5. UC Davis Payroll processes final check and sends to employee’s unit for distribution. 12

Career Management Services Resources Benefits Information Training Information One Stop Shops UC Campus Services – UCD Online Trainings In-Person Trainings Job Search Resources Educational Resources 13