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Separating Employment - Disability Separation

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Understand

A disability separation is an action taken to separate an employee from service when the employee is unable to perform the essential functions of the position with or without a reasonable accommodation due to medical impairment.

A disability separation is not a disciplinary action.

A separation may be initiated by either the employee or the employer.

Employee-initiated disability separation

  • The employee submits a written request to their supervisor to separate due to disability and provides supporting medical documentation from a licensed health care provider to Human Resources (HR).
  • The HR consultant reviews the medical documentation to ensure there is enough information to support the employee’s request to separate due to disability. The consultant contacts the employee to request additional documentation from health care provider if needed.
  • If the medical documentation supports the request, the HR consultant prepares a disability separation letter for the division’s Assistant Director to sign.
  • The signed letter is returned to the HR consultant for distribution.
  • The HR consultant mails the signed letter to the employee via certified mail. The HR consultant emails copies of the letter to anyone on the carbon copy list.
  • Supervisor completes the Employee Exit Checklist form.
    • This form is kept in the employee’s Personnel File.
  • Supervisor completes the Personnel/Payroll Data Sheet (PPDS). The PPDS should be signed electronically by the Supervisor/Manager and Agency Director.

Employer-initiated disability separation

  • The agency obtains medical documentation that indicates the employee can no longer work due to medical reasons. (This may occur through the Reasonable Accommodations process, a Family Medical Leave Act (FMLA) request, a Job Analysis completed to the supervisor, or by submitting medical documentation).
  • The HR consultant reviews the medical documentation to determine whether initiating a disability separation is appropriate.
  • If the documentation supports the request, the HR consultant prepares the disability separation letter for the division’s Assistant Director.
  • The signed letter is returned to the HR consultant for distribution.
  • The HR consultant mails the signed letter to the employee via certified mail. The HR consultant emails a copy of the letter to anyone on the carbon copy list.
  • Supervisor completes the Employee Exit Checklist form.
    • This form is kept in the employee’s Personnel File.
  • Supervisor complete the Personnel/Payroll Data Sheet (PPDS). The PPDS should be signed electronically by the Supervisor/Manager and Agency Director.