Supporting the Separation Process

IMPORTANT!

Be sure to process your employee’s separation at least 72 hours before the employee’s last day on employee payroll.

This will ensure their last check will be paid timely—and if they’re retiring, it will ensure their pension can start on time, provided they met all the pension application deadlines.

As the leader or authorized delegate of an employee, you must complete two key steps whenever one of your employees is being separated from PG&E for any reason.

Separation Personnel Change Request (PCR) AND Departing Personnel Checklist (DPC)*

At least 72 hours before the employee’s last day on employee payroll, you must submit a Separation Personnel Change Request (PCR).

Starting before the employee’s last day at work and finishing on the employee’s last day at work, you must complete the DPC with the employee.

Please submit completed DPC to the HR Help Line via an AskHR Ticket.

*NOTE: You will need network access to view the DPC.

Timing is especially important if the employee is retiring and starting their pension. Check out these resources for more information about separations and pensions:

Retirement 1.2.3. Process for Leaders Video

Flyer: Right and Wrong Ways to Process a Separation

FAQs for Leaders: Separations and Pensions

SEPARATION PERSONNEL CHANGE REQUEST (PCR)

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.

Resign in Writing

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.

TEMP ASSIGNMENTS

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.

DEPARTING PERSONNEL CHECKLIST (DPC)

The Departing Personnel Checklist (DPC)* contains step-by-step instructions you’ll need to follow when separating an employee. You must review the DPC with the employee before their last day at work and determine what items the employee will need to return.

*NOTE: You will need network access to view the DPC.

WHAT YOUR EMPLOYEES NEED TO KNOW AND DO

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.

Although employees are not required to resign in writing, they must tell you their planned last day of work.

You can ask an employee to submit their resignation in writing—but if they refuse, you’ll need to send the employee an email or printed letter documenting the resignation. Your letter should include the date the employee notified you of their resignation and the employee’s last day on employee payroll. Be sure to upload your letter when submitting the Separation PCR.

EXAMPLE:

[Employee Name],

This note is to confirm your resignation from employment at PG&E. On [insert date employee notified you of resignation], you informed me that you will be ending your employment with Pacific Gas and Electric Company. Your last day at work will be [insert date]. I will process your separation in order to have your final paycheck issued and review the Departing Personnel Checklist with you on [insert date].

Thank you for your service to PG&E.

Sincerely,

[Supervisor Name]

IF AN EMPLOYEE IS RETIRING

Employees don’t have to tell you they’re retiring when they submit their resignation—but they can’t start their pension until their separation has been processed. That’s why it’s so important for employees to resign in writing at least five business days before their last day on employee payroll—and equally important for you to process the separation by the employee’s last day on employee payroll.

If you haven’t processed the employee’s separation by their last day on employee payroll—and if their pension is scheduled to start the day after their last day on employee payroll—the delay in processing the separation could have an impact on the employee’s ability to start their pension on time. Their pension request could be canceled and if so, they would have to start over—complete a new pension kit, including new notarized forms, and pick a new pension start date in the future. If this happens, their pension will be delayed.

IMPORTANT! Your organization could be required to pay 30 to 60 days of time off with permission with pay, plus other expenses, if you get a timely written resignation and you don’t process the separation before the employee’s last day on employee payroll.

It’s a good idea to encourage your employees to copy your supervisor or delegate on their written resignation in case you’re not available when they submit it. That will help avoid delays in processing their separation.

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.

Check out these resources for more information about separations and pensions:

Flyer: Right and Wrong Ways to Process a Separation

FAQs for Leaders: Separations and Pensions

For more information about the retirement process, employees can visit the Retirement section on mypgebenefits.com.

IF AN EMPLOYEE IS VACATIONING OUT

If you’ve approved an employee’s request to vacation out, it’s a good idea to have the employee submit their written resignation before they go on vacation. In addition, you and the employee should fill out the Departing Personnel Checklist (DPC)* before the employee goes on vacation. The employee is still employed through their vacation. Their employment will end when their vacation ends.

If an employee submits their written resignation before they go on vacation (and they’re vacationing out), consider waiting until a week before their vacation ends to submit the Separation PCR and written resignation. 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.

*NOTE: You will need network access to view the DPC.

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.

Check out these resources for more information about separations and pensions:

Flyer: Right and Wrong Ways to Process a Separation

FAQs for Leaders: Separations and Pensions