Title:	Payroll Requirements for Separating Employees
Policy Owner:	Payroll Department
Applies to:	Hiring Departments and Employees
Campus Applicability:	UConn Storrs and Regional Campuses
Effective Date:	August 19, 2014
For More Information, Contact	Payroll Department
Contact Information:	(860) 486-2423
Official Website:	http://www.payroll.uconn.edu/

 

REASON FOR POLICY

The purpose of this policy is to ensure the timely and reasonable submission of required documentation to produce accurate final payments to separating employees.  This is critical to meeting payroll processing deadlines; complying with federal and state regulations and reporting requirements; avoiding overpayments; and minimizing additional, unscheduled work for Payroll and hiring departments.

APPLIES TO

This policy applies to all hiring departments and employees at the University of Connecticut, Storrs and Regional Campuses.

DEFINITION

A ‘Separating Employee’ is defined as an individual who is leaving employment with the University of Connecticut and requires a final paycheck.  Common reasons for separation include, but are not limited to, resignation; retirement; non-continuation of an end-dated appointment; and transfer to another state agency.

POLICY STATEMENT

The University is required to produce payments to employees in accordance with the General Statues of Connecticut, Chapter 34, Sec. 3-119, guidelines set by the Connecticut Department of Labor, and Collective Bargaining Agreements.  In addition, the University is required to adhere to the Core-CT payroll processing schedule set forth by the Office of the State Comptroller.

The Payroll Department has established deadline schedules by which required documentation for separating employees must be received to ensure timely and accurate payments.  The deadline schedules are posted on the homepage of the Payroll Department website at www.payroll.uconn.edu. Departments or units have an obligation to submit complete and on-time documentation for the separated employee.  All obligations of the employee, such as travel advances that are unaccounted for, will be withheld from the final paycheck, provided prior authorization was obtained in writing from the employee.

If late notification or an extenuating circumstance prevents an employing department from meeting a posted deadline, it is critical that the department contact Payroll immediately.  Failure to do so may result in an overpayment to a separating employee, as well as an over-expenditure of funds from a department’s budget(s).

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

Documentation requirements (electronic and/or paper) for separating employees can also be found on the Payroll Department website at the following links:

Payroll	Employee Population	Link
Unclassified	Faculty; Postdocs; Management and Confidential; and Professional Staff	http://www.payroll.uconn.edu/PY/for_departments/unclassified_requireddocs.html
Classified	Clerical; Maintenance; and Fire and Police Staff	http://www.payroll.uconn.edu/PY/for_departments/classified_requireddocs.html
Special	Adjunct Faculty; Summer Research/Teaching; Rehired Retirees; and other Seasonal Professional Appointments	http://www.payroll.uconn.edu/PY/for_departments/special_requireddocs.html
Graduate Assistant	Graduate Teaching Assistants; Graduate Research Assistants; and Prestigious Internships	http://www.payroll.uconn.edu/PY/for_departments/graduate_requireddocs.html
Student	Student Labor and Student Work Study	http://payroll.uconn.edu/PY/for_departments/student_requireddocs.html

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