Employees are encouraged to resign in writing no later than five business days before their last day on employee payroll. This is especially important if they’re retiring and they want their pension to start on time. You should upload the written resignation when submitting the Separation Personnel Change Request (PCR).
You’ll need enough advance notice from the employee to complete the Separation PCR and the Departing Personnel Checklist (DPC)* with the employee.
*NOTE: You will need network access to view the DPC.
72-hour deadline for Separation PCR (including weekends and holidays)
You should submit an employee’s Separation PCR no later than 72 hours before their stated resignation date. Employees are encouraged to submit their written resignation no later than five business days before their last day on employee payroll (their resignation date). Be sure to upload the written resignation when submitting the employee’s Separation PCR.
A notice is sent to Payroll when a Separation PCR is submitted. Supervisors (or their delegates) should make every effort to process the separation PCR for the employee’s requested last day at work.
If an employee provides at least 72 hours’ notice of their resignation, their final paycheck (including payout for any accrued vacation) must be available for the employee to pick up at their normal place of work on their last day of employment. Mailing of this last check is only allowed under the California Labor Code if the employee consents, preferably in writing.
If an employee resigns early
If an employee submits their written resignation weeks in advance of their last day on employee payroll, consider waiting until a week before their last scheduled day on employee payroll to submit the PCR. This will help avoid a time consuming process if the employee changes their mind and decides not to leave PG&E. If you enter the separation too early, it will prevent the line of business from processing any other actions, such as changes in pay, transfers, reorganizations or leaves of absence.
EXAMPLE: You approved an employee’s request to vacation out before retiring. The employee submitted their written resignation and completed the DPC before going on vacation for six weeks. The employee is still employed through their vacation. Their employment will end when their vacation ends.
- If the employee wants to stay employed instead of resigning and the Separation PCR has been submitted, please contact the HR Help Line and Payroll as soon as possible to have the Separation action reversed and the final check canceled.
- If the employee changes their mind during vacation and wants to stay employed instead of resigning—and the Separation PCR has NOT been submitted—no action is necessary.
Helpful tips to process the separation
Follow these tips to process an employee’s separation on time:
- Set a reminder on your calendar for the last week of your employee’s employment (or vacation if your employee is vacationing out).
- Copy your administrative assistant or delegate on your calendar reminder.
Preparing the Separation PCR
You can initiate a Request for Separation PCR at PG&E@Work For Me > My Staff > Personnel Change requests > Select Org Unit of Responsibility > Select Employee > Select Request for Separation option. Then, follow the prompts.
If an employee is on a Temp Assignment, it must be ended before the Separation PCR can be submitted. The employee will first need to return to their base—and their Base Leader must be the one who submits the PCR.
REMEMBER: You’ll need to attach a copy of the employee’s written resignation to the PCR. If you already have the completed Departing Personnel Checklist (DPC), you can attach that when you submit the PCR. If the completed DPC is not available, you can submit to the HR Help Line via an AskHR ticket.