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Terminations: Exit Interview/Full and Final Accounting

SECTION: HR - Terminations NEXT REVIEW DATE: July 2017
APPROVED: August 2011 REVIEWER: Director of Human Resources
APPROVED BY: William C. Rickle, S.J. REVISION DATE: July 2016

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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.


2.1 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
The Human Resource Department will contact employees who are severing their employment relationship with the University to ask if they wish to complete a brief exit interview to discuss, at minimum, benefits that may be provided, review the termination checklist including the return of all University property, and the final paycheck. The employee may complete an electronic exit interview form and/or complete an in-person interview with Director of Human Resources. Those who elect to complete an electronic exit interview form should nonetheless schedule an appointment with Human Resources to discuss benefits and the final paycheck.

2.2.1 An employee who is voluntarily severing his/her relationship with the University will complete the termination checklist with his/her supervisor including the return of all University property.

2.2.2 An employee who is involuntarily terminating his/her employment relationship will complete the termination checklist, discuss benefits, and return all University property with the Director of Human Resources.

2.3 Final Pay

2.3.1 An employee terminated by the University will receive his / her final paycheck by the next regularly scheduled payday after the date of termination; at the employee's request the paycheck can be mailed. The University will endeavor to issue the final paycheck on the day the employee leaves.

2.3.2 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.

2.3.3 An employee's final paycheck must include all wages earned up to the date of separation and all accrued but unused vacation up to the date of separation.

2.3.4 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.

2.3.5 The West Virginia requirements are noted in the grid contained in this policy in section 4.0 ATTACHMENTS.

2.4 Checklist

2.4.1 Employees will be required to return all University provided items including, but not limited to, computers, cell phones, credit cards, keys, etc. The employee, the direct supervisor and the Director of Human Resources, or designee, will sign off on the checklist indicating that all items have been appropriately returned to HR.

2.4.2 The employee may be held responsible for items not 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. Human Resources will retain all originals.


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 designee.


Reason for Separation of Employment Time Frame
Discharged /Fired By the next regularly scheduled payday after date of discharge.
Quit /Resigned without notice Next Regular payday
Quit/Resigned with a full pay period's notice Last day of work
Lay-off due to economic conditions Next regulary payday

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