Northeast Data

B. Resignation

The employee and the manager must complete the following:

  1. Any employee requesting to terminate his/her employment with Northeast Data is asked to provide Northeast Data with a minimum of 2 weeks' notice of termination. The employee must give two weeks (10 full working days) minimum notice of resignation to be eligible to collect any unused / vested vacation time funds. The full working days must be actual working days and cannot be previously scheduled vacation / emergency vacation / personal or sick time.
  2. Vacation / personal or sick time cannot be utilized during these two weeks to ensure there is proper time to transition the employee's current role / duties / information etc. to Northeast Data / the employee replacement and/or the Customer as required.
  3. Any Pre-approved vacation / personal / or sick time that is pre-scheduled will be automatically cancelled in prime pay.

    4. **Note: Any employee failing to provide Northeast Data with a written 2 weeks notice (10 working days) shall forfeit any/all remaining vacation time payment.
  4. Payout of Remaining Vacation Time will be paid based on Vacation time accrued.
  5. Northeast Data will determine the remaining vested vacation time that was accrued by the employee. The following calculation will be used:

    6. ➢ Example of a resigned employee who utilized unvested vacation time prior to resignation:

    1. The resigning employee has available 2-weeks vacation and has handed in a written 2-weeks notice.
    2. The Operations Department will divide the number of Vacation hours granted from the employees anniversary date by 26.

      3. 80 hours / 26 = 3.07 hours per bi-weekly pay period

    3. The number of bi-weekly weeks will be determined on how many weeks the employee worked since their current anniversary date.

      4. Employee worked 2 months or 4 pay periods

    4. The number of bi-weekly hours will be multiplied by worked weeks.

      5. 3.07 hours x 4 pay periods = 12.28 hours vested time

    5. The determined amount of vested time will be deducted from any used vacation time. If the employee has remaining time, the employee eligible payout will be paid in the final paycheck.

      6. Employee already used 24 hours vacation time. The employee was only vested for 12.28 hours minus 24 utilized vacation hours = (-11.72 )hours utilized that were unvested vacation for payout

      **In this scenario, the employee would need to have 11.72 hours deducted from their paycheck for utilizing over their vested time off.

      ➢ Example of a resigned employee who utilized vested vacation time prior to resignation:

    6. The resigning employee has available 2-weeks vacation and has handed in a written 2-weeks notice.
    7. The Operations Department will divide the number of Vacation hours granted from the employees anniversary date by 26.

      8. 80 hours / 26 = 3.07 hours per bi-weekly pay period

    8. The number of bi-weekly weeks will be determined on how many weeks the employee worked since their current anniversary date.

      9. Employee worked 2 months or 4 pay periods

    9. The number of bi-weekly hours will be multiplied by worked weeks.

      10. 3.08 hours x 4 pay periods = 12.28 hours vested time

    10. The determined amount of vested time will be deducted from any used vacation time. If the employee has remaining time, the employee eligible payout will be paid in the final paycheck.

      11. Employee already used 8 hours vacation time. The employee was only vested for 12.28 hours minus 8 utilized vacation hours = 4.2 hours utilized that were vested vacation for payout

      **In this scenario, the employee would be paid 4.28 hours in addition to their final paycheck for their vested vacation hours.

    11. Northeast Data reserves the right to round up or down to the nearest vacation hour.
    12. Any employee who resigns from employment at Northeast Data is responsible for their final work hours. The employee must hand in his/her own timecard into the payroll department as stipulated in Section IV under timecards.

      13. **Note: Failure to complete this action will result in non-payment for the final days worked until such a day that this required paperwork is submitted to the office for processing.

    13. The manager must complete an employee exit interview. This interview should take place the day of the resignation. An Employee Exit Interview Form shall be filled out completely and placed in the employee's personnel file. Please click here for the Employee Exit Interview Form
    14. The manager, prior to the employees last day of work, shall submit a letter of acceptance to the resigned employee. This letter shall contain the acknowledgement of the resignation (with dates) / benefit information / final paycheck disbursement / and any company owned materials or equipment that needs to be returned to the office prior to their last day of work. **Note: A copy of this letter is to be placed in the employee's personnel file.

Employees with previous year Vacation Carry Over hours

  1. When calculating the payout of vested vacation hours that include hours that were carried over from the previous anniversary year (max of 40 hours), Northeast Data will consider these hours to be used first for any time take off in the current vested payout if any is owed.

    2. Note: Northeast Data reserves the right to modify this policy.

  2. To Request payment of remaining Vacation time, please Click Here

    3. Note: Employees resigning from employment during a layoff will not be eligible for payout on remaining vacation time.

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