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HR Policies

Policy # 15.0 Archived Version:
Reinstatement

Revision date of this archived policy:
April 1, 1990

Note: This is not a current version of the policy. View current version. »

15.1 Policy
  The University recognizes that former regular full-time or regular half-time staff employees may be recalled to the University position previously held by the employee or may elect to reapply for University employment. Under certain conditions defined within this policy and within one year from the date of separation, a recalled or rehired staff employee shall have reinstated certain benefits of the employee's previous University employment.
  15.1.1 Recall-Reinstatement: A staff employee "laid off" under the provisions of the Separation from Employment Policy (see Human Resources Policy and Procedure Number 12.0) shall be eligible for recall by the department. If a regular half-time or full-time employee is reemployed elsewhere within the University during the year following the employee's termination, the employee who was involuntarily separated and left in good standing shall be eligible for "recall-reinstatement" as determined by the sector personnel office.
    15.1.1.1 The department shall rehire the laid-off employee for the same position as previously held by the employee.
    15.1.1.2 If more than one (1) employee has been laid off and a lesser number of positions are reactivated, the department head shall consult with the sector personnel office to determine the sequence of recall in accordance with Human Resources Policy and Procedure Number 12.1.6.2.
    15.1.1.3 If the recallable staff employee refuses the offer of employment, the staff employee may be declared by the sector personnel office as no longer eligible for recall provisions if the position is vacated in the future.
NOTE: The department head may consider the laid off staff employee for a different position within the department, at the same or lower grade or level as appropriate, during the period of recall eligibility, but is not obligated by this policy to do so.
  15.1.2 For employee benefit purposes, a "recalled-reinstated" employee shall have restored the benefits which are based upon the original employment date for the job from which the employee was previously laid off.
    15.1.2.1 The original date of employment is used for determining the basis of accrual of vacation leave.
    15.1.2.2 Unused paid temporary disability leave balance at the time of layoff shall be restored, with no accrual added for the period of layoff, and accumulation commences.
    15.1.2.3 Eligibility for employee benefits which the recalled employee had at the time the employee left University employment is restored based on the original employment date, but with no reimbursement or backpayment to the staff employee for the cost of these benefits during the period of layoff.
    15.1.2.4 The employee shall return to the same position at the same rate of pay the employee was earning at the time of separation.
    15.1.2.5 The salary of a "recalled-reinstated" employee shall be determined by the chief sector personnel officer. In no case shall the recalled-reinstated employee be compensated less than the amount authorized in the budget line for the last incumbent; or, their last salary before separation; or, the amount for which they qualify whichever is appropriate as defined by the chief sector personnel officer. (See Policy 30.3.1.3.1 and 30.3.1.3.2.)
  15.1.3 Rehire-Reinstatement: A "rehired-reinstated" staff employee is defined as a staff employee who has been involuntarily separated from employment (exhaustion of funds, position deleted, etc.), not for cause, and who is unlikely to become relocated under the recall provision to another position within the University within one year, as determined by the sector personnel office.
    15.1.3.1 For employee benefit purposes, a "rehired-reinstated" employee shall have restored the benefits which are based upon the original employment date. The period of time the employee was not employed by the University does not count toward restoration of benefits.
    15.1.3.2 The original date of employment is used for determining the basis of accrual of vacation leave.
    15.1.3.3 Unused paid temporary disability leave balance at the time of layoff shall be restored, with no accrual added for the period of separation, and accumulation commences on effective date of rehire.
    15.1.3.4 Eligibility for employee benefits which the recalled employee had at the time the employee left University employment is restored based on the original employment date and the employee's new status, but with no reimbursement or backpayment to the staff employee for the cost of these benefits during the period of separation.
    15.1.3.5 The salary of a "rehired-reinstated" employee shall be determined by the chief sector personnel officer. In no case shall the rehired-reinstated employee be compensated less than the amount authorized in the budget line for the last incumbent; or, the last salary before separation; or, the amount for which the rehired-reinstated employee qualifies, whichever is appropriate as defined by the chief sector personnel officer. (See Policy 30.3.1.3.1 and 30.3.1.3.2.)
  15.1.4 Reemployment-Reinstatement: A staff employee, who had satisfactory performance in continuous employment as a regular full-time or half-time staff employee for two or more years shall be considered for "reemployment-reinstatement" if the staff employee voluntarily left in good standing from the University and if the staff employee returns within one (1) year.
    15.1.4.1 The service date is used for determining the basis of accrual of vacation leave and the eligibility for service awards.
    15.1.4.2 Unused temporary disability leave balance at the date of separation from employment shall be restored.
    15.1.4.3 The service date shall be a date which is adjusted beyond the original date of employment by the period of time the staff employee was not employed by the University after separating from University employment.
      15.1.4.3.1 For example, an original date of April 4, 1987 would create a service date of August 4, 1987, if the period of time between separation and rehire was four (4) months.
    15.1.4.4 The most recent reemployment date, not the service date, is used to determine eligibility for benefits such as total disability coverage or health insurance credit.
    15.1.4.5 A "reemployed-reinstated" staff employee who has an active retirement plan contract, which is with the same companies as provided in AR II, at the time of rehire may immediately re-enroll and thus receive the University's contribution toward retirement. A reemployed-reinstated staff employee without an active retirement plan contract, which is with the same companies as provided in AR II, shall be required to wait for one year to be eligible to re-enroll. (See Administrative Regulation AR II-8.1-1.)
    15.1.4.6 A "reemployed-reinstated" staff employee shall begin at the base rate or the appropriate step for which they qualify.
NOTE: Any former employee who left previous University employment for over one year is considered a new hire for all purposes.
15.2 Delegation
  Eligibility for recall or rehire is the responsibility of the sector personnel office or in accordance with the delegation of the chancellor or vice presidents, as approved by the Administrator for Personnel Policy and Procedure.
15.3 Procedure
  15.3.1 An applicant who previously was employed at the University shall be screened by the sector personnel office, unless otherwise delegated, to ascertain the eligibility as a recalled or rehired employee.
    15.3.1.1 For recall-reinstatements, the department head must notify the sector personnel office of the reactivation of a position from which an employee was laid off.
      15.3.1.1.1 The sector personnel office, in accordance with provisions in 15.1.1.2 or 15.1.1.3 will notify the appropriate employee to be recalled. In the case of a community college, the president will notify the employee.
  15.3.2 A PAR submitted for the returning staff employee shall contain the remark either "Recall-Reinstatement" or "Rehire-Reinstatement" and give the number of temporary disability leave days restored, the vacation accrual basis at the separation date, i.e., ten (10) days, fifteen (15) days, or twenty (20) days annually, and the previous original employment date.
  15.3.3 The sector personnel office shall verify all information and eligibility for reinstatement and authorize the PAR appropriately.
  15.3.4 The employing department shall establish all leave records on the basis of the approved eligibilities.
  15.3.5 The employing department and the staff employee are responsible for re-enrolling the employee in the employee benefit programs such as insurance and retirement.

Archived Versions of this Policy

Previous version: revised 01-19-2010
Previous version: revised 04-04-2008
Previous version: revised 06-13-2007
Previous version: revised 04-01-2006
Previous version: revised 07-11-2002
Previous version: revised 04-01-1990