Layoff Policy

To view this policy in a printable PDF, please download the Non-Faculty Staff Layoff policy.

Policy Intent

This policy has been adopted to replace existing policies covering these issues.

There may be times when the University deems it appropriate to reduce the number of staff positions in order to reduce, reorganize or reallocate financial resources or because of reduced work for the positions in question.

Reason for Policy

The purpose of this policy is to provide guidelines for non-faculty staff layoffs.

Who Should Read This Policy

This policy applies to regular full-time and regular part-time staff.

Staff within University collective bargaining units should also refer to their collective bargaining agreements and may wish to discuss with their steward or union representative. In addition, some collective bargaining agreements reference University policies that cover non-unit employees and this policy qualifies as such a reference policy.

Policy Text

Definitions

Layoff

Wherein the position in question is eliminated or the position in question is to be changed as to essential needs or functions.

Layoff

Payments Made on Layoff

Whatever accrued and unused vacation time remain will be paid as a lump sum payment and will include applicable federal and state tax deductions.

Whatever unpaid wages remain will be paid on the date of layoff/termination in accordance with University policy. Additionally, severance payouts as salary continuation may be provided to staff who have satisfactorily completed their probationary period. Laid off employees who have completed a general release agreement as provided by HR and are in good standing will be eligible for severance according to the schedule below. Severance will be paid in equal amounts during the “subsequent pay periods”.

*Healthcare Consolidated Omnibus Budget Reconciliation Act (COBRA) includes medical, dental, vision, and EAP.

RE-EMPLOYMENT ELIGIBILITY AFTER LAYOFF

In addition, staff who receive severance may thereafter apply for posted vacant University positions in the regular course of the position application process. There is no preference or guarantee. Laid off staff who are rehired within six months from their last day of work will retain the previous date of hire from their last position. Staff who are rehired thereafter must complete a probationary period of one year. Staff who return to work after a break in service exceeding six months will not be considered rehires and will be given a new date of hire. These staff must complete a probationary period. All rehired staff must fulfill applicable waiting periods for benefits eligibility.

Benefits information after layoff

Staff who are subject to layoffs are eligible for certain benefits during the severance period as follows:

Medical, Dental, Vision, and EAP:

Employee coverage in group medical, dental, vision and EAP plan(s) and employee contributions will terminate as of the last day of the month of the layoff date. Thereafter, USF will subsidize staff member's benefits via COBRA during the healthcare continuation period as mentioned in the above table. 

Staff will automatically receive a COBRA packet from our University vendor. Staff must complete the COBRA Election Form and submit it back to the vendor. The vendor will reinstate coverage and the subsidy will be applied. When the healthcare continuation period ends, staff may continue COBRA coverage by making monthly premium payments directly to the vendor.

If the staff member was enrolled in the medical waiver plan, this will end on the last day of work.

Dependent Care Flexible Spending Account (FSA) and Childcare Subsidy

Contributions to dependent care and childcare subsidy contributions will end on the last day of work. Staff can continue to incur expenses through the end of the plan year for any funds that they already have in their account.  Staff have 90 days after the plan year ends to submit claims (March 31).

Healthcare Flexible Spending Account (FSA)

Health Care Flexible Spending Account benefits end on the last day of work. Staff have 60 days from the last day of work to submit claims for expenses incurred up to and

including the last day of work. After the notice period, staff may continue coverage for their healthcare FSA under COBRA.

Retirement

University contributions to the 401(a) plan end as of the last day of work. Staff contributions to the 403(b) plan end as of the last day of work. Emeriti employer/employee contributions end as of the last day of work. Per plan documents, there are vesting requirements to retain access to employer contributions to the 401(a) and Emeriti plans.

Life and Accidental Death & Dismemberment (AD&D) Insurance

Basic life (AD&D), voluntary life, voluntary dependent life, and voluntary AD&D insurance coverage ends the end of the month following the month layoff begins. Staff may convert to an individual policy by completing the conversion application and remitting payment directly to New York Life. Conversion paperwork will automatically be mailed to the employee by New York Life. New York Life must receive the conversion application and payment by the deadline noted in the conversion packet.

Long-Term Disability (LTD)

LTD coverage will end at the end of the month in which the layoff begins. LTD coverage is not eligible for conversion.

Tuition Benefits

You or your dependents are eligible to complete the current semester in which the layoff occurs under the tuition remission benefit. If you or your dependents are taking graduate courses, you are still responsible for the taxation payment for the courses.

Other Benefits

Employer and employee contributions to Commuter Check Direct (CCD) will end as of the last day of work.

Unemployment Compensation

Staff may apply for California State unemployment compensation benefits.

Contact Information

Benefits Vendors:

HUMAN RESOURCES