Human Resources Management Policy

Exit Procedures for Terminating Employees

Policy 39

 

NOTE: THIS POLICY, LIKE ALL OTHER MUSC HUMAN RESOURCES POLICIES, IS NOT A CONTRACT OF EMPLOYMENT AND SHOULD NOT BE RELIED UPON AS SUCH. THIS POLICY MAY BE CHANGED AT ANY TIME BY THE MEDICAL UNIVERSITY OF SOUTH CAROLINA.

  1. POLICY
    An employee who resigns, retires, is laid-off in a reduction in force (RIF), is discharged, or transferred to another State agency shall be regarded as terminated from employment with the Medical University and must complete the exit procedures in this policy. This policy also addresses what actions need to be taken in the event of the death of a current employee or an employee who has been terminated or retired for less than ninety (90) days.

  2. TERMINATION CATEGORIES AND REQUIREMENTS
    1. Preretirement Termination (Steps to Follow)
      1. Resignation
        An employee wishing to resign in good standing should submit a written resignation to the department with a minimum of two (2) weeks' notice for biweekly employees or thirty (30) days' notice for monthly employees.
      2. Completion of Exit Interview
        Employees should complete a confidential exit interview at the Human Resources Service Center, Room 105, Harborview Office Tower.
      3. Filing for Return of Retirement System Contributions
        Employees wishing to have their contributions to the retirement system refunded must complete an application which is available in the Human Resources Service Center. An employee is "vested" after five (5) years of service credit. When "vested," the employee has the option of leaving contributions with the system and receiving a pension upon reaching retirement age, or requesting return of the contributions plus interest. The Human Resources Service Center is available to discuss "vesting" with the employee.
      4. Insurance
        1. Continuation of Health and Dental Insurance
          State group insurance coverage (health, dental, life and disability) ceases on the last day of the month in which the employee is in a pay status. Arrangements may be made through the Human Resources Service Center to continue an employee's State health and dental insurance coverage. This coverage is available as a result of the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA). This Act requires employers to offer all employees and/or their eligible dependents the option of buying extended coverage for group health and dental insurance for up to eighteen (18) months. The employee is responsible for the total premium for the health and dental insurance. The total premium includes both the employee's and the employer's portions of the cost.
        2. Continuation of Optional Term Life Insurance
          Employees enrolled in the Optional Term Life Insurance Plan have the right to convert this term coverage, without evidence of insurability, to an individual whole life policy within thirty-one (31) days of termination. Employees must contact the Human Resources Service Center to receive the form to apply for continuation of coverage.
        3. Continuation of Dependent Life Insurance
          Employees with dependents enrolled in the Dependent Life Insurance Plan have the right to convert this term coverage, without evidence of insurability, to an individual policy within thirty-one (31) days of termination. Employees must contact the Human Resources Service Center to receive the form to apply for continuation of coverage.
        4. Continuation of Supplemental Long Term Disability Insurance
          Employees enrolled in the Supplemental Long Term Disability Insurance Plan have the right to convert this coverage, without evidence of insurability, to an individual disability policy within thirty-one (31) days of termination. Employees must contact the Human Resources Service Center to receive the form to apply for continuation of coverage.
      5. Return Identification Badge
        Employees must turn in their ID badge to the Department of Human Resources Management or have it forwarded by their department to the Department of Public Safety.
      6. Tax Sheltered Annuity or Deferred Compensation Plan
        Employees who participate in one of these voluntary plans through payroll deduction should consult with the Human Resources Service Center regarding available options.
      7. Unemployment Compensation
        Employees are covered by unemployment compensation and should contact the South Carolina Unemployment Claims Office, 176 Lockwood Avenue, Charleston, South Carolina, to ask questions or file for unemployment compensation.
    2. Retirement
      1. Applying for Retirement
        The Human Resources Service Center will assist employees in applying for retirement and in completing all the necessary forms.
      2. Health and Dental Insurance
        Health and dental insurance coverage may be continued after retirement as follows:
        1. Retirees employed prior to July 1, 1984, are eligible for State-funded insurance if they have five (5) years of creditable State service.
        2. Retirees employed on or after July 1, 1984, are eligible for State-funded insurance if they have at least ten (10) years of creditable service. An employee retiring with five (5) to ten (10) years of service may continue insurance coverage by paying the full premium cost (no State funding), provided the last five (5) years of employment have been continuous.
      3. Social Security Benefits
        Retiring employees who are at or nearing 62 years of age or older should call or visit the Social Security Administration Office in the Federal Building, 334 Meeting Street, Charleston, South Carolina.
      4. Follow steps 1, 2, 5 and 6 listed in Section II. A.
    3. Reduction in Force
      1. Refer to Human Resources Management Policy No. 34, Reduction In Force.
      2. Employees affected by a reduction in force should follow steps 2, 3, 4, 5, 6, and 7 in Section II. A.
    4. Dismissal
      An employee who has been dismissed should follow steps 2, 3, 4, 5, 6, and 7 in Section II. A.
    5. Transfers to Another State Agency
      1. Leave Credit
        Classified employees transferring to another State agency will not experience a break in service if no more than fifteen (15) calendar days lapse between the last day on the payroll of MUSC and the first day on the payroll of the gaining agency and provided the employee does not receive a lump sum payment for accrued annual leave. Contact the gaining agency regarding transfer and credits.
      2. Health, Dental and/or Life Insurance Plans
        1. Employees must contact the gaining agency regarding benefits sign up.
      3. Follow steps 1, 2, 5, and 6 listed in Section II. A.
    6. Death
      In the event of the death of a current employee, or an employee who has been terminated or retired for less than ninety (90) days, the department should notify the Human Resources Service Center. Counseling and assistance will be provided to the designated beneficiary or to the administrator of the estate.

Approved by: Information Contact Revised
Robert C. Gallager

Vice President for Finance & Administration

Human Resources Development and Performance Management

May 1996