CARE USA has established procedures and policies to facilitate your separation from the organization when and if the time comes. This chapter details the steps involved in terminating employment with CARE USA, as well as the options and benefits available during this transition.
1 Resignation Letter
The first step in the process of separation is to provide your manager and the HR Service Center with a resignation letter as soon as you have made your decision to separate from the organization. We request that you provide this letter at least ten business days before your intended date of separation.
2 Final Pay Period
You will be paid any earned wages and applicable allowances through the last day worked, less any of your outstanding financial obligations to CARE USA, in accordance with applicable federal and State law. This amount, along with any accrued, unused paid time off, will be paid to you in accordance with applicable federal and State law.
3 Unused Paid Time Off
You are not allowed to use Paid Time Off or R&R to extend the effective date of your separation. Your last day at work is your official separation date. Your accrued but unused Paid Time Off will be paid in accordance to the PTO Policy.
Refer to 3.4.1.5 Payment of Unused Paid Time Off at Termination or Resignation of Benefits section.
4 Returning CARE USA Property
All CARE USA property must be returned to your manager when requested or at least by the last day worked. This property includes: computers, computer software, data and any other electronic equipment, files, office supplies, confidential and proprietary material, letters, documents, and any other items issued or produced during employment at CARE USA. Bear in mind all work prepared by you within the scope of your job—including, without limitation, reports, data, photographs, videos, brochures, software—belongs to CARE USA and constitutes “work-for-hire” and is the property of CARE.
5 Severance
5.1 Eligibility
Full-time and part-time permanent employees who separate from CARE USA involuntarily due to position elimination or reduction-in-force (a “Qualifying Event”) shall be eligible to receive severance benefits in exchange for a signed release of all claims (to be provided at the time of separation). CARE does not maintain a formal severance policy for employees who separate for any other reason, such as due to performance reasons. Consequently, you should not expect severance benefits if you are separated for any reason other than due to a Qualifying Event.
The following employees are ineligible for severance benefits under this Policy:
- Interns/Fellows;
- Staff on Temporary Duty Assignments (TDYs);
- Staff employed with a stated anticipated end date (Employee with End Date); or
- Staff who voluntarily resign.
5.2 Calculation of Severance Pay
At the time of the Qualifying Event, CARE, at its sole discretion, will determine the conditions for the payment of severance, as well as potential benefits available to affected employee(s) and the method of calculating the severance pay amount.
Severance pay shall be based on the number of years of unbroken service as a CARE USA US-based or International employee (paid on C\USA payroll out of Atlanta). Credit will not be given for service with a CARE International Member or a CARE USA regional or country office. Credit will also not be given for employment for which you previously received a severance payment. If you left CARE USA for any period of time prior to the Qualifying Event, your severance payment calculation will be based on the date you began the unbroken period of work in your current position.
5.3 Transfers and Rehires
Staff affected by a Qualifying Severance Event will not be eligible for a TDY. Staff who accepts a new position after receiving notice of a Qualifying Event; but before their last day of work, shall be deemed to have transferred to a new position. Under this circumstance employment has not been terminated, therefore any offer of severance benefits shall be automatically revoked, and the employee will not receive severance benefits.
CARE may rehire staff within their severance period; however, such offers of employment shall be contingent on rehired staff repaying the remaining severance via one lump sum.
For example, if an affected Staff member received the equivalent of 10 weeks’ severance pay but was rehired and started work 5 weeks after termination, he/she would be required to repay CARE the equivalent of 5 weeks’ severance pay (the remainder).
5.4 Retention of Rights
CARE retains the right to change or eliminate this severance policy at any time.
6 Repatriation
CARE USA provides repatriation assistance to employees on international assignments who separate from CARE USA under a variety of circumstances. Employees who separate from CARE USA involuntarily will be eligible for full repatriation assistance according to the schedule.
Employees who separate from CARE USA voluntarily will be eligible for repatriation assistance as follows (years of service in this policy is based on your most recent hire date on CARE USA payroll):
- Employees (including eligible dependents) with less than two years of service will only be eligible for air travel to their home of record. Additional two extra baggage up to $500 USD for employee and each dependent at post can also be availed.
- Employees (including eligible dependents) with more than two years of service and less than 5 years of service will be eligible for air travel to their home of record and 50% of the current repatriation schedule and 50% of eligible transit insurance schedule.
- Employees with 5 years of service or more will eligible for full repatriation assistance according to the schedule.
US-based staff who are not US citizens/permanent residents may be eligible for repatriation if they do not have an application for permanent residency in process with the USCIS.
If you decide to continue living at the post of assignment, you have up to 90 days to decide if you need CARE USA to repatriate your personal effects.
Non-US-based employees separating from CARE will secure the applicable transit insurance coverage automatically if they utilize the relocation services available through the HQ-contracted relocation vendor.
CARE strongly recommends that you use the HQ-contracted relocation company. If you choose to use another relocation company, CARE will reimburse moving expenses based on the relocation table, but will not reimburse transit insurance. In addition, CARE is not responsible for any damages or other issues with the non-HQ contracted relocation company.
Regular employees who leave CARE’s employment prior to completing 12 months of service will pay a pro-rated amount based on the gross relocation expenses paid by CARE. Short-term international employees who leave CARE’s employment prior to completing their assignment will pay a pro-rated amount based on the gross relocation expenses paid by CARE.
6.1 Repatriation of Deceased Personnel
In the event of your death and/or the death of your dependent(s), CARE will pay for all costs associated with repatriation of the remains to your home of record.
7 Exit Interviews
CARE USA values staff feedback on their work experience at CARE USA. The feedback is shared with executive and senior management staff to enable the organization to focus on appropriately improving the work environment and work experience for CARE USA employees. Thus, after receiving a notice of termination, the HR Service Center may ask you to participate in an exit interview. Your participation in this process is voluntary and appreciated.
8 Mail
After separation from CARE USA, it will be important for you to inform the HR Service Center of any address changes through January 31st of the following year so that you will receive important tax forms.