Separate An Employee

Because of the short time frame for fulfillment of grant and contract responsibilities, California law specifies that employment within grants, contracts, and trust agreements, with a university foundation is temporary employment. Accordingly, either the employee or HSU SPF can terminate the employment relationship at will at any time, with or without cause. All appointment documents signed by new employees confirm their "at will" employment status.

As a courtesy, all projects within HSU SPF are encouraged to provide two weeks’ written notice of employment actions. Any oral or written statements or promises to the contrary are not binding upon HSU SPF, unless agreed to in writing by HSU SPF's management and/or its Board of Directors.

Supervisors are required to submit a Separating Employee Clearance Form (pdf) on behalf of their employee 2 weeks prior to their last day of employment.

If it is an ‘involuntary separation/termination’ the supervisor must consult with SPF Management prior to taking any action to ensure compliance and documentation of the termination. 

Separating Employee Clearance Form (PDF)

All Categories of HSU SPF employees must be separated upon their employment ending

This is to ensure applicable benefits (e.g. sick leave, vacation, etc…) do not continue to accrue past the end of their appointment.

All of these documents are to be signed by the appropriate P.I. and submitted to the SPF Front Office on the 4th floor of SBS. Category A (Full-Time) or Category B (Part-Time) Employees shall be paid for accumulated vacation credit earned through the last working day. The vacation payout will be automatically added to the employee’s final check, charged against their last project worked. If the PI wishes to charge the vacation payout to another (or multiple) projects, they must contact HSU SPF with different instructions.

If you plan to separate an employee, the employee’s final check should be presented to them at the time of separation. To accomplish this, Payroll requires adequate notice to process a final check. Supervisors must coordinate separations through HSU SPF in a timely manner to ensure compliance with California Labor Laws. SPF strongly encourages the PI or Employee to submit Separation Forms as early as possible or at least 2 weeks prior to their last day.

If you have any questions regarding the separation process please contact our office for clarification prior to taking any action.