Layoff Initiation

Layoff is an involuntary separation of employment from the University. The layoff can be due to any number of reasons including: lack of funds, lack of work, elimination of a position, or following an extended leave of absence. The layoff period is for a maximum of thirteen (13) months from the effective layoff date.

Layoff status must be approved by the appropriate Central Office prior to giving the employee notice. Employees in their probationary period are ineligible for layoff status. Employees whose positions are funded by Sponsored Programs will receive paid notice in accordance with the provisions of the sponsored program.

Human Resources will take reasonable efforts to help the affected employee find another position at the University if available and/or feasible.

Notice Requirements

Employees should receive written notification of layoff prior to the anticipated date based on the following:

Layoff Benefits

During the notice period, the employee will continue to accrue additional vacation, which is payable at the time of layoff if the employee continues to work during the notice period. However, if pay in lieu of notice is given, no additional vacation will accrue. A completed Clearance Checklist is required before the release of an employee’s final paycheck (refer to the Clearance Checklist policy in the online Human Resources Policies and Procedures Manual). Salaries, wages, or other benefits are not earned or accrued by employees in layoff status.

Through Consolidated Omnibus Budget Reconciliation Act (COBRA), an employee can continue their coverage of insurance benefits through payment of premiums (please visit the Benefits Administration web site for more information). Employees placed on layoff who are receiving the tuition remission benefit will only continue to receive the benefit through the semester or summer session in progress. Tuition remission for dependents of an employee placed on layoff will only be continued through the semester or summer session in progress following the date that the employee is placed on layoff.

Re-Employment

Employees placed on layoff status are encouraged to consult with the appropriate Central Office for information on other possible employment opportunities at the University. Employees may also access current job openings via the Human Resources Careers pages for Gables and Medical campuses. Please note that final hiring decision lies with the department, and will be based on the qualifications of all applicants for the position. If an employee rejects an offer from UM for a job of the same pay, their status will be changed to termination and they will forfeit all layoff provisions.

Employees hired within 13 months of layoff will have their insurance benefits reinstated without a waiting period. Any employee returning after 31 days or more on layoff status will be required to take the pre-employment drug tests. Deviation from this procedure will require approval from the appropriate Central Office.

Related Policies

Administrative/Professional Employees
Clerical/Nursing/Technical/Service Employees
Research Employees
Faculty

Department Process

An online document needs to be submitted via DHRS at the time of layoff and rehire (please refer to the DHRS Processes Manual as a guide for processing the documents). Employees who have been on layoff for more than 31 days will be required to take the pre-employment drug test. Employees returning from layoff need to contact Human Resources within 48 hours of acceptance of the job offer to complete any necessary employment paperwork and take the drug test, if necessary. A completed Pre-Employment Background Search Form needs to be submitted to Human Resources either with the employee or faxed before the employee’s arrival to Human Resources.