For assistance, problems or questions, please email us.
Page History
| Procedure Name: | Exiting Employment |
|---|---|
| Scope: | U.S.-based Career Employees |
| Revision Date: | October 22, 2020 |
| Last Review Date: | June 8, 2023 |
| Note | ||
|---|---|---|
| process does not need to be followed for interns/residents who began employment with Reliant with a specific end date of employment. The exiting process for interns/residents will happen according to the specific program's parameters.
Overview
When exiting employment with Reliant, several steps must be followed, whether the missionary is voluntarily terminating his/her ministry or whether the ministry is ending for other reasons. For employees involved in the MTD process, additional steps must be taken.
| Table of Contents | ||||
|---|---|---|---|---|
|
| ||||||
If you are an overseas worker and/or are part of a program with a pre-determined exit date, please contact your liaison for Exit instructions and information:
If you are unsure what program team you are on, please see: What Program Team Am I On? |
| Info | ||
|---|---|---|
The Exit | ||
| Tip | ||
| ||
Get started early. The exiting process can take 30-60 days. |
Steps for Exiting Employment
...
1. Send written notification to hr@reliant.org
| Note |
|---|
| Timeline: Exiting employment can be a lengthy process. Please notify Reliant of your intent preferably 60 days before planned exit but at least 30 days before. |
Start your exit conversation with your liaison early.
Short Notice Exits - Failure of Advance WarningBenefit and employment changes can take 30 days to process. When employment ends, so do insurance, benefits, and tax payments. Should you fail to provide an advance warning, Reliant may pay for benefits on your behalf without the possibility of a refund. If Reliant receives an exit notification later than the 1st of the month of the last day of employment, we may direct any credits we receive to the account called "where most needed." If a notification comes later than the last day of employment, Reliant is free to set the last day of employment according to Reliant's needs. Reliant will be free to adjust back pay and reimbursements related to any overpayment of salary. Switching to Associate Volunteer StatusIf you'd like to exit employment but stay on with Reliant as an Associate volunteer, reach out to your liaison. |
Steps for Exiting Employment
| UI Steps | ||
|---|---|---|
|
...
|
...
2. Complete Exit Information Form
...
| Note |
|---|
Timeline: Preferably 30 days in advance of planned exit, at the latest due by the 20th of the month in which the exit is taking place. |
Details: The process for exiting can take 30-60 days. It is important to notify Reliant as soon as possible even if plans are tentative. Notifications after the 1st of the month when employment will end are considered late notifications.
...
3. Obtain approval from Missionary Resources to send exit prayer letter to financial partners. Send to kathy.zellinger@reliant.org.
| Note |
|---|
| Timeline: Preferably 30 days before planned exit but at least 14 days before |
Details: Missionaries who have developed a team of financial partners for Reliant must write an exit prayer letter for distribution to those partners. The exit prayer letter explains the decision to leave Reliant employment and must be sent to Missionary Resources for approval at least 14 days or more before the resignation date. Questions about writing the exit prayer letter may be directed toward your supervisor or Missionary Resources. In event that termination is involuntary and the amount of time to the last day of employment is less than 14 days, then the employee must submit an exit prayer letter to Missionary Resources within the time limit set by Missionary Resources. After receiving approval, the exiting employee must send the letter to all ministry donors before the resignation date. Even if ministry donors are to be contacted by phone, an exit prayer letter must be sent to them. A copy must also be sent to Missionary Resources.
|
...
|
...
4. Set up exit interview with Missionary Resources
...
|
|
...
Details: Click on Mike's Availability to sign up for a time for an exit interview with Mike Swann, Missionary Resources Director. On this call you will discuss employment end date, reason for exiting staff, your plans after leaving staff, and walk through a few questions on Reliant and your local supervision's support throughout your employment. In the event that termination is involuntary, Missionary Resources will generally initiate an interview with the exiting employee. Exit interviews may be conducted via the phone or in person, depending upon the location of the employee. Interviews usually last 30-45 minutes.
...
5. Discuss current back pay and outstanding reimbursements
| Note |
|---|
| Timeline: During exit interview |
...
|
...
|
...
|
...
...
6. Health Insurance: Contact benefits@reliant.org if continuation of coverage is desired
Details: Employees who are covered by the Reliant group health plan may be eligible under certain conditions for continuation of certain health insurance benefits following termination of Reliant employment. Continuation of coverage generally allows certain qualified beneficiaries to continue temporary access to affordable health insurance in situations where they would otherwise lose their employer-provided coverage. For more information regarding continuation of coverage, please contact benefits@reliant.org.
...
7. Automatic Deposit: Contact payroll@reliant.org with bank account changes
Details: Employees who have an automatic deposit agreement must notify Reliant if their bank account changes or will change before they receive their final paycheck.
...
8. Request MTD Fund Transfer or 501(c)(3) Transfer (see policy for guidelines)
| Note |
|---|
Timeline: MTD Transfer Requests must be received by the Employment Services Dept (payroll@reliant.org) no later than the 20th day in the month of exit. |
...
|
...
|
...
|
...
...
Resource:
|
...
9. Return relevant property, materials and information that belong to Reliant
| Note |
|---|
| Timeline: No later than the last day of employment |
Details: All employees, upon leaving the employment of Reliant, must return relevant property, materials, and information that belong to Reliant. This includes originals and copies of all confidential, proprietary and/or trade secret information of Reliant, both business and technical, as well as all valuable physical property of Reliant, such as keys, manuals, hardware and software. In certain cases, employees who have been exposed to confidential information may be required to sign a non-disclosure agreement if they have not done so previously.
...
10. Remove your Microsoft Office 365 software from your computer (if applicable)
| Note |
|---|
| Timeline: No later than the last day of employment |
...
|
...
|
...
11. Make decisions about the Rollover of any 401(k) funds
...
|
...
|
Important dates after employment
| Event | When occurs |
|---|---|
| Your last day of regular benefits | Your last day of employment |
| Your last regular paycheck for employment | The month following last day of employment (on the 15th of that month) ** Hourly employees that fill out a time card for their hours worked may be paid for 2 paychecks after their last day of work, based on the time card payment schedule for the year |
| Closing your MTD account to incoming gifts | The month following last day of employment (on the last day of that month) ** Due to the potential of an exiting hourly time card employee receiving 2 pay checks for their final hours worked, the MTD account may remain open an additional month to accommodate the unique pay schedule for their hours worked *** Fully-Funded "one-check donor" accounts may close on a different timetable. |
| Your last paycheck for back pay | The second month following last day of employment (on the 15th of that month) **Hourly employees that fill out a time card for their hours worked may receive their last check for backpay in the third month after their exit, based on the time card payment schedule for the year to allow them the same benefit of an extra check as other exiting employees |
Your last day for reimbursements | The second month following last day of employment (on the last business day of that month, as long as submitted by the appropriate deadline) **Hourly employees that fill out a time card for their hours worked may receive their last reimbursements in the third month after their exit, based on the time card payment schedule for the year and other corresponding pay dates (above). |
Failure of advance warning
- Employment Services works hard to help transitioning missionaries receive as much benefit as possible from funds raised. Many things stop when employment ceases, like medical and dental insurance, all benefits, tax payments, etc. Should a missionary fail to provide advance warning, the result could be that these benefits may be paid on the missionary's behalf unnecessarily. In some cases, Reliant can seek credit from insurance providers. Reliant can never seek credit for the overpayment of taxes. When a missionary's notification arrives to hr@reliant.org later than the 1st of the month of the last day of employment, Reliant may direct any credits we are able to receive to the account called "where most needed."
- If a notification comes later than the last day of employment, Reliant is free to set the last day of employment according to Reliant's needs. Reliant will be free to adjust back pay and reimbursements, related to any overpayment of salary.
- Benefit and employment changes can take 30 days to process.
...
|
| US Based Missionaries | Collegiate & GCC Missionaries | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|
|
...
Related pages
...
Review of tasks to complete
- Submit written notification to hr@reliant.org (30 -60 days before planned exit)
- Complete the Exit Information Form (14-30 days before planned exit). A member of the Employment Services team will send information about the following actions that need to be taken.
- Draft exit prayer letter and submit to Missionary Resources for approval (14-30 days before planned exit)
- After approval, send exit prayer letter to ministry team (before planned exit)
- Set up an exit interview with Missionary Resources (at least 14 days before planned exit)
- If interested in continuing health insurance coverage, contact hr@reliant.org
- If you have an automatic deposit agreement and will change your bank account before receiving your final paycheck, contact payroll@reliant.org
- If you have an account balance remaining, review Reliant's MTD Fund Transfer Policy and if interested, send completed MTD Transfer Request to payroll@reliant.org (no later than 20th day in the month of exit).
- Return relevant property, materials and information that belong to Reliant (by the day of exit)
- Remove Microsoft Office 365 software from your computer, if applicable
...
