CO-WORKER SEPARATION PROCEDURES
RESPONSIBILITY
The responsibility for timely and accurately processing separation paperwork belongs to the General Manager.
Never terminate “on-the-spot”. Diffuse the situation
PRIOR TO SEPARATION:
1. Have you used progressive discipline? Day-to-day couching, verbal counseling, formal written warnings, performance improvement plans, written warnings and/or annual reviews.
2. Have you documented everything, good and bad? Review your documentation.
3. Contact your Regional Executive Director to discuss reason and/or other options.
TERMINATIONS:
1. Be prepared: Have documentation (written warnings, performance plans, etc.) in hand, know what you will say, and ALWAYS tell the truth.
2. Be mentally prepared. Take emotions out of the picture.
3. Pick the right time and place: Avoid Fridays if you can and consider the time of day.
4. If necessary, have a witness.
5. Take security precautions.
6. Make arrangements for final pay check.
7. Retrieve keys, computers and/or any property that belongs to the course.
COMPLETING THE SEPARATION FORM:
1. A separation form must be thoroughly completed, including the employee’s social security number, date of termination, and the reason for leaving the company. NOTE: This is a vital process to insure benefits are either terminated or continued, as well as for worker’s compensation liabilities and unemployment agency inquiries.
2. Never put anything on this from that you are not willing to defend in court.
3. Reasons for termination should be complete and accurate. i.e., if termination is based on a number of reasons, write them all down.
COBRA (Medical Insurance Continuation):
By law we are required to offer an employee COBRA Continuation Benefits if they are terminated or if their hours have been reduced from Full-time to Part-Time. Touchstone is enrolled in the Health Insurance and Cobra Administrative Services with Paychex.
- If an employee is terminated from employment and they are enrolled in our Medial Group Coverage you must complete the following steps:
a) Enter the correct termination date in the employee information field in Paychex. This will trigger Paychex to send a Cobra Continuation Letter.
b) Let the employee know they will receive a letter regarding Cobra Continuation.
2. Thoroughly review the group insurance bill to be sure the co-worker has been terminated from the billing.
Updated 07-08