Layoffs and Furloughs

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

Review the Furloughed Employee FAQ.

Policy Intent

This policy has been adopted to replace existing policies covering these issues. This policy has been adopted on an expedited basis to enable the University to respond to the pandemic public health crisis.

There may be times when the University deems it appropriate to reduce the number of staff positions in order to reduce doing a particular kind of work in order to reduce, reorganize or reallocate financial resources or because of reduced work for the positions in question, including by reason of the effects on University operations of the public health crisis.

Reason for Policy

The purpose of this policy is to provide guidelines for non-faculty staff layoffs and furloughs. This policy aims to ensure that layoffs and furloughs are handled in a manner consistent with the University’s values and in compliance with state and federal law.

Who Should Read This Policy

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

Staff within University collective bargaining units additionally should 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

Layoff Definitions

Permanent Layoff, wherein the position in question is eliminated or the position in question is to be changed as to essential needs or functions;

Furlough/Temporary Layoff, wherein the position in question is neither currently eliminated nor currently changed as to essential needs or function, but the work of the position in whole or part is currently reduced. The staff member who fills the position may be assigned to non-work status or partial work status. The staff member will be offered recall by the University if/when the University determines that operational needs for the position has resumed or increased.  

Payments made on permanent layoff

In the event of a permanent layoff, the University will provide advance written notice of the date of the layoff/termination that is practicable in the circumstance and the University may make pay in lieu of such notice to affected staff.

Whatever accrued and unused vacation time remain will be paid on the date of layoff/termination in accordance with University policy.

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, according to schedule below and are in good standing. In order to receive severance payouts, affected staff must sign a release agreement in form determined by the University and meet all performance standards during the notice period. Severance payouts will be paid over the applicable subsequent payroll periods. Staff who are subject to layoffs are expected to meet all performance standards during the notice period. 

 

Years of Continuous, Full-time Service with USF

Salary Payout

1 year to less than 3 years

1 month base salary

3 years to less than 8 years

2 months' base salary

8 years to less than 15 years

3 months' base salary

15 years or more

4 months' base salary

RE-EMPLOYMENT ELIGIBILITY AFTER PERMANENT LAYOFF

Staff who receive severance may thereafter apply for available University positions in the regular course of the position application process. There is no preference or guarantee. If, however, affected staff are rehired during the notice or severance continuation periods, any pay in lieu of notice or salary payouts will terminate on the rehire date.

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 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 permanent layoff

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

MEDICAL, DENTAL, VISION AND EAP

Staff enrolled and covered in the University group medical, dental, vision, and EAP plans will continue coverage during the notice layoff period. Employee health plan contributions will continue coverage during the notice layoff period. Employee health plan contributions will terminate as of the last day of the month of the layoff date. Thereafter, USF will subsidize staff member's benefits during your salary payout period.

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

Total COBRA period is for 18 months. The vendor will have all the instructions for receipt of COBRA notification. If staff member enrolled in the medical waiver plan, this will end on the last day of work.

Flexible Spending Account (FSA)

Dependent FSA, and childcare subsidy 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 cease as of the last day of work. Staff contributions to the 403(b) plan ceases as of the last day of work. Emeriti employer/employee contributions cease 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 Accident (AD&D) Insurance

Basic life, voluntary life, and voluntary AD&D insurance coverage ends on the last day of work. Staff may convert to an individual policy by completing the conversion application and remitting payment directly to CIGNA. Conversion paperwork will automatically be mailed to the employee by CIGNA. Cigna must receive the conversion application and payment within 30 days of the last day of work.

Long-Term Disability (LTD)

LTD coverage ends on the last day of work and is not eligible for conversion.

Tuition Benefits

Staff and/or their eligible dependents receiving Tuition Benefits (tuition remission, FACHEX and Tuition Exchange) may continue receiving the benefit under the following provisions:

  • An employee who is permanently laid off and who is receiving tuition remission or has a spouse/registered domestic partner, or child(ren) using the benefit is eligible to receive tuition remission for the semester in which the layoff occurs.
  • A dependent child(ren) receiving FACHEX/Tuition Exchange are eligible to receive tuition benefits for the remainder of the academic year.

The employee is responsible for any taxes for which they are liable for themselves or dependents graduate tuition remission benefit(s).

Other Benefits

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

Unemployment Compensation

Staff may apply for California State unemployment compensation benefits.

Payments and Benefits on Furlough

In the event of a furlough, the University will provide advance written notice of the date of furlough that is practicable in the circumstances and the University may pay in lieu of such notice to affected staff.

Accrued and unused vacation time remain intact and will not be paid unless and until a permanent layoff/termination later takes place.

Whatever unpaid wages remain will be paid on the date of furlough in accordance with University policy.

Recall from furlough

Staff on furlough shall respond in a timely manner to notice of recall from furlough.

Benefits information while on furlough

Staff on furlough are eligible for continuation of benefits during the period of furlough as follows:

Medical, Dental, Vision, and EAP

Staff enrolled and covered in the University group medical, dental, vision, and EAP plans continue during the period of furlough as follows:

  • For employees on 100% unpaid furlough (.0 FTE), the University will pay 100% of the premiums.
  • For employees on 46.67% furlough (.53 FTE), the employee will pay 53.3% of the premiums and the University will pay 46.67%
  • For employees on 20% furlough (.80 FTE), the employee will pay 80% of the premiums and the University will pay 20%

Flexible Spending Account (FSA)

Health Care and Dependent FSA, and childcare subsidy benefits continue during the period of furlough as follows:

  • For employees on 100% furlough, Healthcare FSA and Dependent Care FSA will be suspended during the period of your furlough. Dependent care subsidy will continue.
  • For employees on a less than 100% furlough, you will continue to be enrolled in all Flexible Spending Accounts and deductions will be taken out of your paycheck.

Retirement

University contributions to the 401(a) plan will cease if you are on a 100% furlough. If you are on a less than 100% furlough, the University contributions will continue. Staff contributions to the 403(b) plan will cease if you are on a 100% furlough. If you are on a less than 100% furlough, the employee contributions will continue. Emeriti employer/employee contributions will cease if you are 100% furloughed. If you are furloughed less than 100%, the employer/employee contributions will continue. Per plan documents there are vesting requirements to retain access to employer contributions to the 401(a) and Emeriti plans.  

Life, Dependent Life, and Accident (AD&D) Insurance

  • Those on 100% furlough will have the option to either continue with coverage during the furlough by paying the University monthly premiums by submitting a check to USF at the beginning of each month, OR cancel your voluntary plan(s) effective 6/1/2020 and upon reinstatement from your furlough re-elect coverage within 31 days.
  • Those on less than 100% furlough will continue to pay their premiums during their furlough period.

Long-Term Disability (LTD) and Basic Life Insurance

Basic Life and LTD coverage will continue during the period of furlough as follows:

  • The University will continue to pay your premiums while on furlough.

Tuition Benefits

Staff and/or their eligible dependents receiving Tuition Benefits (tuition remission, FACHEX and Tuition Exchange) may continue receiving the benefit under the following provisions:

  • An employee who is furloughed and who is receiving tuition remission or has a spouse/registered domestic partner, or child(ren) using the benefit is eligible to receive tuition remission during the furlough period.
  • A dependent child(ren) receiving FACHEX/Tuition Exchange are eligible to receive tuition benefits for the remainder of the academic year.

The employee is responsible for any taxes for which they are liable for themselves or dependent's graduate tuition remission benefit(s).

Other Benefits

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

Unemployment Compensation

Staff may apply for California State unemployment compensation benefits.

Contact Information

Benefits Vendors

Anthem Blue Cross (800) 288-6921
Kaiser Permanente CA (800) 464-4000
Delta Dental (800) 765-6003
VSP Vision Care (800) 877-7195
Flexible Spending Account (800) 574-5448
TIAA (800) 842-2252
Fidelity Investments 800) 343-0860
Emeriti (866) 685-6565
Cigna Insurance (LTD) (800) 732-1603
Concern (EAP) 800) 344-4222
VALIC (800) 448-2542
   

 Human Resources

General (415) 422-6707
Benefits (415) 422-2442
Employee Relations Director (415) 422-4280