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Staff wishing to resign must do so in writing to their line manager, taking into consideration their contractual notice period (details below). Line managers must complete the ServiceNow ‘Revoke Systems Access and Resources for Leavers’ form. A guide on how to complete this is available here. Within this form is the Leaver Information Sheet that once completed, with resignation letter attached, and signed, will be automatically sent to the HR Employee Services Team firstname.lastname@example.org.
HR are unable to process staff resignations unless they have been provided with all of the following information via the ServiceNow Leaver Information Sheet.
This is the last day that the staff member will be employed by the University. Please note, this will be different from the last working day if outstanding annual leave is being used before leaving. For example:
Staff member has 4 days annual leave outstanding. Their last day of service is Friday 31 January; however, they would like to take the 4 days before their final day. This would make their last working day Monday 27 January 2020. The information to be entered on the Leaver Information Sheet should be as follows:
Last day of serviceThis will be different from the person's last working day if they are using up outstanding annual leave before leaving. This can only ever be equal to or greater than the last working day.
Outstanding annual leave Please only give details of leave to be paid in final salary and not leave being used before last day of service.
Staff member has 4 days leave outstanding. Their last day of service is Friday 31 January 2020. They are unable to take their leave and so must be paid this in their final salary. The information to be entered on the Leaver Information Sheet should be as follows:
Last day of service This will be different from the person's last working day if they are using up outstanding annual leave before leaving. This can only ever be equal to or greater than the last working day.
Staff member has taken 4 days over and above their annual leave entitlement. Their last day of service is Friday 31 January 2020. The information to be entered on the Leaver Information Sheet should be as follows:
Annual leave will be accrued from the beginning of annual leave year up until the last day of service. This is inclusive of any part months being worked. It is the line managers’ responsibility to provide the staff member with this information. HR have produced an online annual leave calculator which can be used to aid this. Please contact the HR Employee Services Team email@example.com if you would like any help.
All staff are entitled to take any remaining annual leave prior to their last day of service. If there are valid reasons why this is not possible, then they are entitled to receive pay in lieu of leave in their final salary.
Where staff have taken leave in excess of that which is owed, payment will be deducted from the final salary.
Online annual leave calculator »
Staff on semester-time only contracts receive a salary
each month, which includes a payment for annual leave (weeks in lieu of
leave). As annual salary is paid equally
over 12 months, and not for the actual months worked. It is possible that staff could be over or
under paid, depending on the how many hours per week and weeks per year have
been worked from the anniversary of the start date up to the last day of
such, if your member of
staff works semester-time only, you need to provide the below details to
HR. The payroll department will
calculate whether monies are owed, to either the staff member or the university,
and reimburse or deduct this amount from the final salary. If you have any questions regarding this,
please contact the Employee Services Team at firstname.lastname@example.org.
Please provide the following information
on the Leaver Information Sheet:
The Higher Education Statistics Agency requires information on the activity of employees and their location after leaving the University. This must be provided on the Leaver Information Sheet before sending to HR.
Please note: If activity after leaving is not yet known, please select 12. Not in regular employment
The notice period to be given to terminate employment is:
If you have questions regarding any aspect of the resignation process, please contact the Employee Services Team on email@example.com.