layoff process
If your unit determines support staff reductions through layoff is necessary, use the following layoff process:
1. Determine the potential number of layoffs required.
a. For administrative professional positions, assess layoffs in terms of where the ability to perform the remaining work is equal.
b. For clerical positions, layoffs will be driven primarily by seniority in the grade level involved.
2. Human Resources will determine the specific individuals to be laid off.
a. Union contract provisions for determining layoffs vary by group, therefore, it is important to work directly with MSU Human Resources before you announce to any individual that he/she will be laid off.
b. In most cases, departments have financial obligations to the individual being laid off. In budget planning, it is important to understand those obligations, which include:
i. Most union contracts require at least a 30-day notice of layoff (see Layoff Notice Periods by Union Group), during which time the unit is responsible to continue the employee's pay.
ii. Units must pay all accrued vacation (which cannot be offset by the layoff notification period). For APA, APSA and CTU staff, if the laid off employee is bypassed into a vacant position and subsequently fails the evaluation/requalification period, the unit from which the individual was laid off will be responsible for the payout of any additional vacation accrued during that evaluation/requalification period.
iii. Paying a layoff transition benefit (for APA and APSA employees) if the individual has at least six years of service and terminates his/her recall rights after being on layoff status for at least 120 calendar days. This benefit varies from four to 15 weeks' pay based upon the individual's length of employment with MSU. For example, an APA employee can be on layoff status for up to five years (determined by seniority) and can receive a layoff transition payment if they end their recall rights during that five year layoff period. The unit from which the individual was laid off pays this transition payment. The employee also receives a portion of his/her sick leave accruals (determined by seniority). The sick leave accrual payment is not charged to the unit. For individuals meeting the official retirement requirements, the regular sick leave payoff policy applies.
iv. For laid off CTU Project Technicians, units must pay a severance benefit of one week's pay for each year of university service to a maximum of five weeks' pay.
3. MSU HR determines who receives layoff notices and provides the official notice to units/supervisors to give to the affected individuals.
4. You should inform your staff about the layoffs to be made and any related changes in job assignments. Keep in mind that layoffs are difficult for all employees. It is important to continue dialogue with your staff and respond to the various issues that are likely to arise. Contact MSU HR for additional resources on navigating change and communicating during challenging times.
5. MSU HR will schedule informational meetings with those individuals being laid off. The informational meetings will cover:
a. Employee options and placement opportunities
b. Impact of layoff on benefits
c. Unemployment benefits
d. Resume preparation and interviewing skills
6. MSU HR will inform the unit of needed documentation, the status of various payments, the status of laid off employees, bypass arrangements for laid off employees eligible for recall, etc.
