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Email: hr@wju.edu
Phone: 1-304-243-8152


Terminations: Exit Interview/Full and Final Accounting


Date approved:
August 2011
Approved by:
William Rickle, S.J.
Date to be reviewed:
July 2016
Reviewed by:
Director of Human Resources
Date revised:
June 2015
Revision number:
2
 
Compliance Committee:
As Scheduled

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1.0 PURPOSE

To provide terminating employee's with a final opportunity to recommend changes, express opinions, and provide feedback to the University. The exit interview allows the employee and representatives of the University to review the final paycheck, discuss COBRA benefits, and account for all University property.

2.0 POLICY

2.1 Policy Statement Exit interviews should be conducted with all terminating employees including a review of the final paycheck and the termination checklist.

2.2 Procedure
  1. The Human Resource Department will contact employees who are severing their employment relationship with the University to ask if they wish to schedule an exit interview with the Director of Human Resources.
  2. An employee who is terminated by the University will be asked to attend a brief exit interview to discuss, at minimum, benefits that may be provided, the checklist of returned items, and the final paycheck. The employee has the opportunity to complete the regular exit interview form on-line or in-person as briefly or completely as he/she desires or pass on the opportunity. Employees may also complete the exit interview online and still request an in person interview with Human Resources to discuss their comments.
  3. An employee who is voluntarily severing his / her relationship with the University will be asked to attend an exit interview to discuss the items noted in (b.) above and to complete a more extensive exit interview. The employee has the opportunity to complete the regular exit interview form on-line or in-person as briefly or completely as he/she desires or pass on the opportunity. Employees may also complete the exit interview online and still request an in person interview with Human Resources to discuss their comments.
2.3 Final Pay
  1. An employee terminated by the University will receive his / her final paycheck within seventy-two (72) hours of the date of termination (four business days including the date of termination) not including weekends or holidays. The University will endeavor to issue the final paycheck on the day the employee leaves.
  2. An employee who voluntarily terminates (retires or resigns) from the University will receive his/her final paycheck immediately provided he/she has given the University at least one (1) pay period's advance notice; if not, then on the next regularly scheduled pay date if he/she has failed to give such notice.
  3. The University can only deduct from an employee's final paycheck the deductions required under federal or state law, such as taxes or garnishments, or that the employee has authorized specifically in writing, such as compensation owed for paid time off used but unaccrued or outstanding debts to the University. Employees will be notified at the time of termination that they owe this money to the University and can authorize a deduction to repay the money or issue a personal check in the appropriate amount. Employees who fail to account for money owed may be turned over to a collection agency. d. The West Virginia requirements are noted in the grid contained in this policy in section 4.0 ATTACHMENTS.
2.4 Checklist
  1. Employees who are terminating will be required to return all University provided items specified on the checklist including, but not limited to, computers, cell phones, credit cards, keys, etc. The employee and the Director of Human Resources, or his / her designee, should sign off on the checklist indicating that all items noted therein have been accounted for.
  2. The employee may be held responsible for Items that have not been returned and the University may elect to pursue legal action to either seek the return of the items of recover the cost of those items.
2.5 Copies of the exit interview and checklist should be signed by the interviewer and the employee and a copy provided to the employee if he / she requests one. The Human Resource Department will retain all originals.

3.0 AUTHORIZATION

The Director of Human Resources has the authority to change, modify or approve exceptions to this policy at any time with or without notice and with the approval of the University President or his designee.

4.0 ATTACHMENTS



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