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 the employee’s desired last day on employee payroll, even if the Separation PCR due date or last day on employee payroll falls on a weekend or holiday. Employees are encouraged to submit their written resignation no later than five business days before their last day on employee payroll. 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 on employee payroll.
If you try to submit a Separation PCR for a salaried employee after pay runs, submit an AskHR Ticket for the manual process.
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 on employee payroll. Mailing of this last check is only allowed under the California Labor Code if the employee consents, preferably in writing.
If an employee changes their mind after resigning
If an employee resigns and then decides they want to stay employed, you should contact the HR Help Line immediately. The employee can delay the start of their pension. However, rescinding a resignation is not automatic, requires Company approval, and depends on the circumstances of the individual job situation.
IMPORTANT! If a Separation PCR has already been submitted and needs to be undone, it is extremely time sensitive and requires intervention from both the HR Help Line and Payroll. Contact the HR Help Line immediately: 415-973-4357, option 5.
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 Separation PCR. If you enter the Separation PCR 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.
If an employee is on a planned, approved vacation day
If you approved an employee’s request to take a planned vacation day on their last day on employee payroll, and the employee resigned early enough for you to process their Separation PCR before their last day on employee payroll, the employee is still employed through their planned, approved vacation day. Their employment will end when their vacation day ends.
Helpful tips to process the Separation PCR
Follow these tips to process an employee’s Separation PCR on time:
- Set a reminder on your calendar for the last week of your employee’s employment.
- Copy your administrative assistant or delegate on your calendar reminder.
- Remind the employee to enter all time before they leave. Otherwise, the Separation PCR must be removed to allow for late time entry and then reprocessed.
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 you try to submit a Separation PCR for a salaried employee after pay runs, submit an AskHR Ticket for the manual process.
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 Separation PCR. If you already have the completed Departing Personnel Checklist (DPC), you can attach that when you submit the Separation PCR. If the completed DPC is not available, you can submit it to the HR Help Line via an AskHR ticket.
