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40.031: Terminal Pay for Classified Employees




February 22, 2005

Initiated by:

James E. Kemper | Assistant Vice President for Administration for Human Resources

Reviewed by:

Herman ("Butch") Hill | Chair, Policy and Procedure Review Committee

Endorsed by:

Larry Corrigan | Interim Vice President for Finance and Administration

Approved by:

Kathy Krendl | Interim Provost

Signatures and dates on archival copy
  1. Overview

    This policy establishes the method for making final pay to classified civil service employees who are terminated for cause.

    Ohio university will render final pay as soon as possible to those employees who are given a probationary removal or an order of removal.

  2. Process

    It is the responsibility of the employee's department head to immediately notify the chief human resource officer (appointing authority) that an employee is being recommended for removal. Such recommendation must be thoroughly documented and should be hand delivered to university human resources. After consideration of the facts, removal action is the responsibility of the chief human resource officer, who will notify the employee's department regarding final action.

    Within two work days of the effective date of a removal, a final hardcopy or electronic time sheet or card reflecting those hours to which the employee is entitled should be furnished to university human resources by the employee's department. A statement regarding deductions for uniforms not returned by those employees who are given a probationary removal will be attached to the final time sheet or card.

    Upon receipt of the final time sheet or card, university human resources will verify any vacation balance, prepare a "Personnel Change Notice" to effect the termination, and hand deliver all documents to the payroll office.

    The payroll office will prepare the employee's final pay to include any vacation balance and pay due from any prior pay period. In order to expedite final payment, a manual check will be prepared and mailed by the payroll department to the employee's home address, unless another arrangement has been requested by the employee.

    The following policies should be referred to as necessary:

    1. Policy 40.050,

    2. Policy 40.042, and

    3. Policy 40.045.


Proposed revisions of this policy should be reviewed by:

  1. Vice President for Finance and Administration

  2. Classified Senate