Voluntary Resignations

**This is a time-sensitive process with penalties impacting your department budget if deadlines are missed. Our shared goal is to complete these steps as quickly as possible.

•  In alignment with Hoag’s Separation of Employment Policy, upon being notified of an employee’s
  voluntary separation from Hoag:
  • Request that the employee send you a written letter of resignation as soon as they are able
  • Immediately request a PAF from the SolutionBar at [e-mail]
    • Same-day separation PAFs must be submitted by 9 am
• The SolutionBar team will reply with the PAF within approximately 2 hours
• Complete the following fields highlighted in the example form below
• Email both the completed PAF and the resignation letter back to the SolutionBar at [e-mail] as soon as possible.
  • Note on "Separation Effective Date": if the employee resigning is a second or third shift employee, the effective date should be the date at the end of their shift
• The SolutionBar will then email you (leader), the Admin Assistant, and Payroll regarding the final check and one of the following delivery methods:
  • Mailed by Payroll via FedEx
  • Picked up by HR to deliver via courier services
  • Leader/Admin to pick up the check to provide the employee at the end of their last shift 
    • Newport: Pick up in Payroll
    • Irvine: Pick up at the Cashier's Office
• Helpful tips to ensure the final check is processed in a timely manner:
  • Same-day separation PAFs must be submitted by 9 am as stated above
  • Payroll processes final checks until 12 pm every day
  • Payroll is unable to cut checks on Tuesdays of payroll week

Penalties for delays: California law imposes strict guidelines on employers with respect to final paychecks.

• An employee resigns WITHOUT notice: must be paid all wages, including accrued vacation, within 72 hours of quitting.
• An employee resigns WITH notice: Must receive all wages, including accrued vacation, immediately at the time of termination.
• If there are further delays, time penalties are calculated at the employee's daily rate of pay multiplied by the number of days that the employee was not paid, up to a maximum of 30 days. The 30-day period is calendar days and includes weekends and holidays. This amount will impact your department budget.

PAF Example: Complete the highlight areas only