Leaving the University

The following information is intended to guide staff and managers through the process that should be followed where a member of staff decides that they would like to leave the University.   This includes staff who wish to leave in order to start drawing their occupational pension benefits.  For further information on this, please also refer to the guidance on Accessing your Pension Benefits.

Step 1:  Employee submits resignation letter

Staff wishing to leave the University should submit a formal letter to their manager confirming their intended last day of employment.   Staff should ensure that they give appropriate contractual notice as detailed in the terms and conditions of employment for staff on grades A to I (para 6.1) and staff on grades J and above (para 5.1).  These are minimum notice periods and staff may choose to give more notice than this if they wish to.  

Staff wishing access their pension benefits are strongly encouraged to contact the Pensions Team to determine eligibility and to obtain a pension estimate before deciding whether to submit their resignation. 

If, having determined eligibility and obtained a pension estimate, the member of staff decides that they wish to proceed, they should submit a formal letter as outlined above and also liaise directly with the Pensions Team regarding the arrangements for their pension.

Step 2:  Manager forwards resignation letter to Faculty/Divisional HR Team

The University will generally always accept a formal resignation provided that appropriate contractual notice has been given.  Once this has been submitted, it cannot be retracted by the individual unless the University agrees to accept the retraction. 

On acceptance of a resignation letter, the manager should forward this to the relevant Faculty/Divisional HR Team.

Step 3:  HR, Payroll and Pensions follow-up action

Formal acknowledgement of resignation

Provided that sufficient contractual notice has been given, the Faculty/ Divisional HR Team will formally acknowledge the resignation and will update the individual’s HR record.  They will also notify the Payroll and Pensions Team so that appropriate action can be taken.

Annual Leave

Where a member of staff leaves part way through an annual leave year, annual leave is accrued on a pro rata basis up to and including the last day of employment.  Annual leave should be taken before the member of staff leaves unless agreed otherwise with the member of staff’s manager.  Where it is agreed with the manager that it is not possible for the member of staff to take all of their accrued annual leave, this may be paid up in lieu when the employment ends.  Similarly, where the individual has already taken annual leave in excess of their pro rata entitlement, the University will notify the employee and adjust their final pay to reflect this.  The Payroll Team will check with the manager whether any final adjustments to the member of staff’s final pay are necessary in respect of annual leave.

Final Pay

Staff leaving the University will receive their final month’s pay on the normal pay day for that month, regardless of leaving date.

P45

The Payroll Team will forward a P45 form to the member of staff as soon as possible following their last day of employment. The P45 is a record of the member of staff’s pay and the tax that has been taken from it so far in the tax year.  The member of staff will need this to give to any new employer.

Pension

Where the member of staff belongs to one of the University’s occupational pension schemes, the Pensions Team will contact them directly regarding the options in relation to their pension.  Where an individual has indicated that they would like to access their pension benefits immediately on leaving the University, (subject to their eligibility under the relevant scheme), the Pensions Team will contact them regarding the arrangements for the payment of their pension.    Individuals should liaise directly with the Pensions Team regarding this.

Leaving details

The Higher Education Statistics Agency (HESA) requires the University to keep a record of the post-leaving activity and location for all employees leaving the University.  Staff leaving the University are therefore asked to provide this information prior to leaving.  Responses are treated in the strictest confidence and where an individual has a particular issue of concern, they have the opportunity to meet with a member of the HR Team to discuss this further.   Although strongly encouraged to do so, individuals are under no obligation to do this if they choose not to.