Human Resources

Summary:

This checklist provides information for country office (CO) staff who are ending their open, term, or regular appointments.

Staff can review termination benefits using the termination benefits calculator in myHR Self-Service (available only on World Bank’s intranet).  

For more information, refer to:

• Staff Rule 07.02
• Termination from Telecommuting, STA, DA, LWOP, or ESWOP
• Staff Rule 07.01

Step

 Action

Pre-Departure

Action by Manager

01

Provide written notification to the staff member on whether the appointment will be:

1. extended, or

2. allowed to expire not less than six months before the expiration date of the current appointment.

If the date of the notification is less than six months from the end of the appointment, the manager must extend the current appointment to meet the six months requirement. Refer to T00177 Term Appointment End/Extension: 6 Months' Notice (available only on World Bank's intranet) for the template.

02

Submit the ‘End of Appointment’ action in myHR Self-Service (available only on World Bank’s intranet) on or before the termination date.

Note: Alternatively, a drafter can initiate this action on behalf of the manager and the manager can approve it.

Action by HR

03

Initiate the termination process if the end of employment is due to one of the following reasons:

• Consequence of ill-health

• Early out

• Mutually agreed separation (MAS)

• Redundancy

Action by Staff

04

Acknowledge your understanding of ending employment due to the reasons listed above by sending an email to your manager.

Perform the following steps if you are resigning because of reasons that are not mentioned above:

1. Submit the ‘Resignation or Retirement’ action in myHR Self-Service (available only on World Bank’s intranet).

2. Manager must approve the action.

05

Inform your department of leave plans and submit a leave request for pending leave that you intend to take. For more information refer to the LARS Transactions  page (available only on World Bank's intranet).

06

Refer to the 'Termination Procedure' (available only on World Bank's intranet) section of the LARS Transactions page for information on the leave cash-out process.

Ensure you follow-up with the LARS coordinator and manager to ensure that your leave is verified and certified respectively.

07

Enter your time in the Time Recording System (TRS) (available only on World Bank's intranet) to avoid delays in payment of termination benefits.

1. Submit outstanding trip statement of expenses (SOE) on myTravel system to account for card charges. Write to AskAccounting or call 5220-84288 if you have questions.
2. Cut your card and discard it.
3. Inform AskAccounting of the end of your appointment, so that the team can promptly cancel your card.

Action by HR

09

Process the staff member’s leave cash-out and send out the checkout procedures.

Action by Staff

10

Write to HR for resettlement benefits if you are on CCA/LP and contact the Program Assistant or local RM for the resettlement trip request.

11

Write to HR to have a resettlement trip request created under your UPI, if eligible.

12

Coordinate with the Bank-designated travel agency for resettlement travel arrangements, if applicable.

13

Be present on your last day of service at the World Bank Group. For more information, refer to Staff Rule 07.01.

Note: If you are unable to be present, submit T00163 Request for Waiver of Requirement to be Present on Last Day of Service (available only on World Bank's intranet)

 to your HR team to request a waiver.

Additional Information

• Staff can continue medical insurance and life insurance coverage by enrolling in the following:

o   Retiree Medical Benefits Plan

o   Continuation Medical Benefits Plan

o   Cigna Portability

o   Optional Group Term Life or Optional Dependent Group Term Life Insurance

o   Enroll in Retiree Group Term Life Insurance - CO Staff

• Staff may wish to continue your Credit Monitoring and Identity Protection coverage with CSID:

o   If you are enrolled under this voluntary program, the coverage will cease within 30 days from the end of the calendar quarter during which your termination date occurs. For example, if you terminate employment between January 1st and March 31st, then your coverage will cease on April 30th. Contact CSID if you would like to continue the service at your own cost.

o   For non-US coverage: +44 20 38 68 76 86 (GEO UK) or Toll-Free UK +44 80 00 86 91 70.

• Staff with 20 or more years of service generally are eligible for the Retirement Appreciation Award (available only on World Bank's intranet) upon ending employment. If you qualify and are interested, contact the Recognition Office.
  
  
• Staff member to settle their financial obligations to the World Bank Group, including travel expenses, receivables and loans if applicable. In accordance with Staff Rule 11.01, once their termination is approved, outstanding financial obligations may be deducted from their salary at an accelerated rate of up to 70 percent of their salary.  Amounts not settled upon or subsequent to their termination, should be remitted to the World Bank Group.
  
  CO staff are not eligible for a resettlement grant. Discuss with your manager the possibility of providing you with an optional cash allowance to assist with costs associated with your resettlement. For more information, refer to Staff Rule 07.02.
  
  
• Withdraw Pension Benefits (available only on World Bank's intranet). For related information, refer to:

o   Net Plan Information—participants who joined the Staff Retirement Plan on or after April 15, 1998

o   Gross Plan Information—participants who joined the Staff Retirement Plan on or before April 14, 1998

• Review the options you have upon termination, as given below:

o   Review the Plan for Retirement (available only on WB intranet) checklist and contact Pension Administration for more information.

Note: Restrictions on employment after separation from the Bank Group as per:

§  Staff Rule 03.02

§  Staff Rule 04.01

• The Accounting team must perform the following actions:

o   Send an email to Statement of Staff Accounts to inform them of any outstanding receivable balance or staff loans. The subject of the email should be in this format: Business Area—Termination, Name, and UPI.

o   Consult with Pension Administration on recovery of outstanding staff loans issued prior to July 1, 1999. The amount can be recovered from the one paid by the Pension Administration Division. The recoverable amount cannot exceed the amount that was accrued by the staff on his/her termination grant, prior to conversion of the grant into the pension benefit.

• Transfer ownership of folder(s) in your OneDrive account to a colleague. Note: Folder(s) in OneDrive will become inaccessible if staff ending their employment with the Bank Group do not transfer their ownership.
• Return your ID card to the ID unit on your last day of service. Spouse/domestic partner IDs must also be returned.
  
  Note: For more information, refer to AMS 6.50.(available only on WB Intranet)
  
  
• Provide a list of all accounts or user IDs that have been assigned to you, to your office administrator for cancellation. This would include the accounts and user IDs given to you to access computer systems and services paid for by the Bank Group. This could also include Fiberlink E360, Access World Bank accounts, SLIP accounts, DISA access codes, AT&T telephone calling cards, additional phone lines at home paid by the Bank Group, and ISDN/DSL/Cable services.
• Return Bank Group property such as cell phones, pagers, PDAs, Secure ID Token, desktops/printers at home, keys, language tapes, archival documents, and any other equipment. Contact your office administrator or the local IT team for assistance.
• Contact the 1818 Society if you are retiring and wish to join the society.
• Return your United Nations Laissez-Passer (UNLP) to your HR Administrator (HRA) or Travel Coordinator prior to the end of your employment with the World Bank Group. The HRA or Travel Coordinator will send it to the WBG Visa Office (available only on WB Intranet).
• Contact your CO administrator to cancel parking privileges.
• Cancel your PCard (available only on World Bank's intranet). If you do not have access to the intranet, contact your PCard Administrator.
• Return library books to the appropriate library (available only on World Bank's intranet).
• Return your official records to your successor or manager because you may not be able to remove records from the Bank Group custody. Note: For more information, refer to AMS 10.00 (available only on World Bank's intranet).
• Contact the Bank-Fund Staff Federal Credit Union for clarifications on services such as loans and credit cards.
• Update your contact information in myHR Self-Service (available only on World Bank’s intranet). If you do not have access to the intranet, send it to HR Operations.
• Print and retain a copy of your payroll statements from myHR Self-Service (available only on World Bank’s intranet).
• Retirees are eligible for discounts on Bank Group publications courtesy of the Office of the Publisher:

o   Mail Orders: Retirees are eligible for a 30 percent discount, plus postage and handling charges.

o   World Bank Group Directory: Retirees can access the directory by visiting 1818 Society page.