1. Policy Statement
Family Promise of Puget Sound (FPOPS) is committed to managing the employment relationship in a fair, consistent, and lawful manner. This policy structures the process for ending employment, whether initiated by the employee or the organization. It outlines categories of termination, expectations for notice periods, common causes for involuntary termination, and essential offboarding procedures. This policy operates within the framework of FPOPS’s Employment At-Will Policy, which states that employment can be terminated by either party at any time, with or without cause, and with or without notice, for any lawful reason.
2. Purpose
The purpose of this policy is to:
* Provide clear guidelines for the termination of employment.
* Ensure a consistent and fair process for all employees.
* Outline the responsibilities of both the employee and FPOPS during the termination process.
* Protect FPOPS’s assets, information, and reputation during employee transitions.
* Ensure compliance with all applicable federal, state, and local employment laws and regulations.
3. Scope
This policy applies to all paid employees of Family Promise of Puget Sound, including full-time, part-time, temporary, and permanent employees.
4. Guiding Principles
* Fairness and Consistency: All terminations will be handled fairly, consistently, and in accordance with FPOPS policies and applicable laws.
* Respect: The termination process will be conducted with respect for the dignity of the departing employee.
* Confidentiality: All information related to employment termination will be handled with appropriate confidentiality.
* Compliance: Adherence to all federal, state, and local employment laws, including those related to final pay, benefits, and unemployment.
* Protection of Assets: Ensure the proper return of FPOPS property and protection of confidential information.
5. Definitions
* Voluntary Termination: Occurs when an employee initiates the end of their employment with FPOPS (e.g., resignation, retirement).
* Involuntary Termination: Occurs when FPOPS initiates the end of an employee’s employment (e.g., dismissal for cause, layoff, position elimination).
* At-Will Employment: As defined in FPOPS’s Employment At-Will Policy, meaning employment can be terminated by either party at any time, with or without cause, and with or without notice, for any lawful reason.
* Offboarding: The process of formally separating an employee from the organization, including return of property, final pay, and benefits information.
6. Policy Guidelines and Procedures
6.1. Categories of Termination
A. Voluntary Termination (Resignation)
* Notice Period: Employees are strongly encouraged to provide at least two (2) weeks’ written notice to their immediate supervisor for voluntary termination. This allows FPOPS to plan for the transition, ensure continuity of services, and facilitate a smooth handover of responsibilities.
* Withdrawal of Resignation: A resignation, once submitted, is generally considered final. Any request to withdraw a resignation will be considered on a case-by-case basis by the CEO, taking into account operational needs and the feasibility of reinstatement.
* Effective Date: The last day of employment will typically be the date specified in the resignation letter, or as mutually agreed upon. FPOPS reserves the right to accept a resignation immediately, with pay in lieu of notice, if deemed in the best interest of the organization.
B. Involuntary Termination
Involuntary termination occurs when FPOPS initiates the end of the employment relationship. While employment is at-will, common reasons for involuntary termination may include, but are not limited to (these are examples only, not all-inclusive lists, and are not intended to restrict FPOPS’s right to terminate ‘at-will.’):
* Performance-Related Issues: Consistent failure to meet job expectations, despite coaching and feedback.
* Conduct-Related Issues: Violations of FPOPS policies, including but not limited to:
* Drug and Alcohol Policy: Use, possession, distribution, or being under the influence of illegal drugs or alcohol on FPOPS property.
* Anti-Harassment Policy: Engaging in harassment or retaliation.
* Attendance and Tardiness Policy: Excessive unexcused absences, tardiness, or “no-call/no-shows.”
* Violence-Free, Drug-Free, Smoking-Free, and Weapon-Free Facility Policy: Acts of violence, threats, or possession of weapons.
* Confidentiality Policy: Unauthorized disclosure of confidential information.
* Electronic Communications Policy: Misuse of electronic systems.
* Social Media Policy: Inappropriate online conduct impacting FPOPS.
* Theft: As outlined in the Violence-Free, Drug-Free, Smoking-Free, and Weapon-Free Facility Policy.
* Insubordination: Refusal to follow reasonable directives from a supervisor.
* Misconduct: Dishonesty, fraud, falsification of records, or other serious breaches of trust.
* Failure to Meet Eligibility Requirements: E.g., loss of required licenses, certifications, or work authorization (as per Work Authorization and Immigration Policy).
* Job Abandonment: Failure to report for work for two or more consecutive scheduled workdays without notification, as per the Attendance and Tardiness Policy.
* Organizational Needs: Position elimination, restructuring, or layoffs due to economic conditions, funding changes, or strategic decisions.
* Probationary Period: Termination during an employee’s probationary period, if applicable.
* Notice Period (Involuntary): Involuntary termination may occur with or without advance notice, depending on the circumstances and the severity of the reason for termination.
6.2. Offboarding Procedures
Upon termination of employment, FPOPS will follow a standardized offboarding process to ensure a smooth transition and compliance:
* Final Paycheck: The final paycheck, including all earned wages and accrued, unused PTO (if applicable and in accordance with the Paid Time Off Policy and Washington State law), will be issued on the next regularly scheduled payday or earlier if required by law.
* Return of Company Property: Employees must return all FPOPS property on or before their last day of employment. This includes, but is not limited to, keys, identification badges, laptops, cell phones, documents, files, and any other equipment or materials belonging to FPOPS. Failure to return property may result in deductions from the final paycheck where legally permissible, or other legal action.
* Confidentiality Obligations: Employees remain bound by FPOPS’s Confidentiality Policy even after termination of employment. They must not disclose or use any confidential information acquired during their employment.
* Benefits Information: Information regarding continuation of benefits (e.g., COBRA), retirement plans, and unemployment insurance will be provided to the departing employee.
* Exit Interview (Optional): FPOPS may offer an exit interview to gather feedback from the departing employee regarding their employment experience.
* Access Revocation: Access to FPOPS systems, networks, and facilities will be promptly revoked on the last day of employment.
7. Responsibilities
* CEO/Program Directors: Responsible for approving involuntary terminations, overseeing the termination process, and ensuring compliance with this policy and all applicable laws.
* Supervisors: Responsible for communicating termination decisions, conducting exit meetings, ensuring the return of company property, and completing necessary termination paperwork.
* Human Resources (or designated HR personnel): Responsible for processing final paychecks, managing benefits continuation, ensuring legal compliance, maintaining accurate termination records, and providing support throughout the process.
* Employees: Responsible for providing adequate notice for voluntary termination, returning company property, and adhering to all FPOPS policies, including confidentiality, after termination.
8. Policy Review and Revision
This policy will be reviewed annually by the CEO and Board of Directors, or more frequently as needed, to ensure its continued effectiveness, relevance, and alignment with organizational needs, best practices, and all applicable federal and Washington State laws, including but not limited to those governing employment at-will, wrongful termination, final pay, and benefits. Any revisions will be communicated to all relevant personnel.