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Renton Policies and Procedures Manual
Policy on Employee Termination & Out-Process

300-19 EMPLOYEE TERMINATION & OUT-PROCESS
Department: Personnel
Effective Date: 3-19-91
Supersedes: 6-1-80
Prepared by: R. Nieto
Approved by: Earl Clymer

1.0 PURPOSE:

To establish procedure for employee termination with the City by service or disability retirement, resignation, discharge, probational termination, or layoff. The procedures are designated to provide the least disruption and inconvenience to the employee and the City.

All department/divisions.

Civil Service Rules, Labor Agreements, RCW 41.26 (LEOFF Laws/Rules). Policy 300-46 At-Will Employment, Policy 300-47 Discipline.

Not applicable.

5.1 Service Retirement:
Voluntary termination after having satisfied the age and length of employment requirements of the applicable state retirement system (PERS OR LEOFF).

5.2 Disability Retirement:
Voluntary termination necessitated by an injury or illness which renders the employee incapable of performing his/her usual job. This may occur for duty or non-duty related disabilities for uniformed employees under LEOFF, and for disabilities resulting from an occupational accident for employees under State Industrial (Workers Compensation) Insurance. The termination is preceded by a ruling of the LEOFF Board or Industrial Insurance Division verifying the disability and approving the retirement.

5.3 Employee-Initiated Resignation
Voluntary termination for any reason other than formal retirement.

5.4 Supervisor-Initiated Resignation
Termination requested by supervisor which permits the employee to resign in lieu of being discharged.

5.5 Discharge
Termination of an employee by the City for cause.

5.7 Layoff:
Termination of any employee by the City for lack of work or lack of funds.

6.1 Service Retirement:

6.1.1 Procedural requirements for applying for retirement benefits are detailed in "Retirement" (Policy/Procedure 300-18).

6.2 Disability Retirement:

6.2.1 The employee writes a memo/letter to his/her supervisor advising of the disability ruling and stating the date of termination. The employee completes the necessary forms and supplies documentation as may be required by the applicable disability agency.

6.2.2 The supervisor schedules the employee for an exit interview with Personnel prior to his/her final day of official employment.

6.3 Resignation:

6.3.1 The employee provides written notification of his/her intent to resign and the date of termination. It is appropriate to state the reason for termination and provide two weeks notice; however, it is not mandatory. It is the supervisor's responsibility to obtain the resignation in writing and forward a copy to Personnel.

6.4 Supervisor-initiated Resignation:

6.4.1 A termination of this type occurs only after the supervisor's consultation with the Personnel Director. An evaluation of the circumstances is conducted, including the reasons for the request, the supporting documentation, and the alternatives. The guidelines are similar to those for discharge.

6.5 Discharge:

6.5.1 Procedural requirements are fully detailed under Policy 300-47 Discipline.

6.6 Probational Termination:

6.6.1 Procedures for evaluating the performance and deciding on termination are outlined in "Probation Period" (Policy/Procedure 300-16).

6.6.2 Once the supervisor determines the employee should be terminated, he/she notifies the Personnel Director of the intent to terminate and the reasons therefor. The supervisor then prepares a letter to the employee stating why he/she has failed to pass the probation period and terminating the employee with two weeks notice. The supervisor meets with the employee in private, gives him/her the letter, and explains the reasons for the termination. The supervisor meets with the employee in private, gives him/her the letter, and explains the reasons for the termination. the supervisor forwards a copy of the letter to Personnel.

6.6.3 The supervisor schedules the employee for an exit interview with Personnel prior to the last day of employment.

6.7 Layoff

6.7.1 A reduction in force is accomplished on a seniority basis for those positions subject to the contract between the City and AFSME Local 21-R. The current labor agreement should be consulted in effecting a layoff of employees in positions represented by Local 21-R.

6.7.2 A reduction in uniformed positions is made in accordance with the applicable Civil Service regulations.

6.7.3 After positions have been identified for elimination, the Personnel Director sends written notification to the affected employees and, if applicable, advises them of the bumping process. Two weeks notice is provided wherever practical.

6.7.4 The supervisor schedules the employee for an exit interview with Personnel prior to the date of departure (see exit Interview below).

6.8 Exit Interview

6.8.1 The supervisor schedules an exit interview for the employee with Personnel prior to the last day of employment, and the employee documents his/her reasons for separation on a Notice of Termination of Employment, which is placed in the departing employee's personnel file for future reference. (The only exception to this procedure is in a case of discharge for cause which has previously been cleared through Personnel.)

6.8.2 Divisions which employ temporary or seasonal workers should have each such employee sign a Notice of Termination before issuing the final check. These notices should be forwarded to Personnel upon termination of the employee.

6.9 Final Paycheck:

6.9.1 The Personnel Department notifies the Finance Department of employee's separation date for payroll purposes.

6.9.2 A final paycheck is issued to the employee following Personnel's notification to the Finance Department of the completion, resolution, or retrieval of the following: Exit interview, city keys, city car, I.D. card, city tools and equipment, printed material belonging to the city, Credit Union savings and/or loans, retirement contributions, insurance conversions, and deferred compensation information.