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Ending Employment for Staff Based At Headquarters

Summary

This checklist has information for staff based in HQ 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:

Step

Action

 

Action by Manager, HR, and Staff

01

End of Appointment

Manager submits 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.


The department’s HR team in conjunction with HRDCO must Write to HR to 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

Staff can acknowledge their understanding of ending employment under one of these arrangements by sending an email to their manager.

Resignation or Retirement

The following steps must be performed if the staff member resigns due to reasons not mentioned above:

  1. Staff member must submit the 'Resignation or Retirement' action in myHR Self-Service (available only on World Bank’s intranet).
  2. Manager must approve the action.

 

Action by Staff

02

Submit a leave request for pending leave that you intend to take

03

Refer to the 'Termination Procedure' (available only on World Bank's intranet) section of the Leave and Attendance Recording System: Transacting 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.

 

 

04

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

 

Action by HR

05

Send the staff member the checkout procedures and a personalized ending

employment memorandum. The memorandum includes information regarding:

•      Payment for any unused annual leave

•      Separation grant, if eligible

•      Resettlement benefits, if eligible

•      Medical and life insurance options after termination of employment

•      Contact list for pension, recognition of service, tax, and career services

•      G4 visa implications, for non-U.S. citizens only

•      Reappointment as a consultant or temporary staff on a G4 visa

•      Dependency allowance

•      Certification of benefits

•      Staff member’s forwarding address

06

Process the leave cash-out for unused annual leave and other termination

benefits, if applicable.

Note: The leave cash-out can be processed only after the leave balance has been verified by the LARS coordinator and certified by the manager.

 

Action by Staff

07

Contact the Tax Service Desk (available only on World Bank's intranet) for information regarding tax implications. U.S. citizens must submit a Tax Allowance Certificate (Form 70) (available only on World Bank's intranet) through myHR Self Service (available only on World Bank’s intranet).

08

Dependency Certification: Promptly report all changes to your household (births, marriage, divorce, etc.). If necessary, please certify your dependency status (dependents, if any, and previous calendar year spouse income for married couples, if any) with HR Operations.

09

Complete all required forms included in the ending employment memorandum and follow instructions in the forms for submission to Write to HR.

 

Action by HR

10

Authorize the resettlement travel and shipping after receiving the resettlement Form 1924, if eligible. The form will be included in the ending employment memorandum.

Shipping authorization will be coordinated by GCS Shipping  (available only on WB intranet) that will assign your shipping to one of the approved vendors.

 

 

11

Coordinate with AMEX, if you are eligible to get resettlement travel arrangements.

Note: If your travel exceeds your cost limit or your shipment exceeds your costs/weight limit, you must pay the difference.

12

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

If you are unable to be present, submit the T00163 Request for Waiver of Requirement to be Present on Last Day of Service (available only on WB Intranet) form to your HR Team to request a waiver.

 

 

 

Additional Information

 

Review your options upon termination:

  • Contact Pension Administration if you are participating in the staff retirement plan
  • Review your insurance options for continuation or retirement
  • Review your eligibility for a green card through the Special Immigration Requirement
  • Note restrictions on employment after separation from the Bank Group as per:

o   Staff Rule 3.02
o   Staff Rule 4.01

 

 

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

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.

  • For US coverage: Toll Free 866-318-2251.
  • 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 upon ending employment. If you qualify and are interested, please contact the Recognition Office.

 

If you have been offered a position with another international organization and you need to request a G4 visa with your new employer, contact HR Operations to terminate your G4 visa with the Bank Group immediately.

 

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.

 

Return your United Nations Laissez-Passer (UNLP) to the WBG Visa Office (available only on WB Intranet) prior to the end of your employment with the World Bank Group. Submit a UNLP Return Request via eServices (available only on WB Intranet) or contact x31010 for further assistance.

 

Cancel parking space.

Note: For more information, refer to Commuter Services – Parking Program.

 

Cancel your PCard. If you do not have access to the intranet, contact the PCard Administrator.

 

Perform the following actions to facilitate cancellation of myTravel Card, if one was issued to you:

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.

Inform AskAccounting of the end of your appointment, so that the team can promptly cancel your card. If you have a Diners card, cut your card in half and discard it. For more information, call Diners Club at 1-800-234-6377.

 

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.

 

Contact the Fitness Center (available only on WB intranet) to cancel your membership.

 

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 Write to HR.

 

Return your ID card on your last day of service to the ID unit. 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 assigned to you to access Bank Group's computer systems and other services paid for by the Bank Group to your office administrator for cancellation. This could include Fiberlink E360, Access WB 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 library books to the appropriate Bank Group network library (available only on WB intranet).

 

Return official records to your successor or manager because you may not remove records from the Bank Group custody.

Note:

For more information, refer to AMS 10.00 (available only on WB intranet).

 

You may wish to continue medical and life insurance coverage:

 

If you are settling outside the U.S., check with the embassy or consulate about the documents required to clear shipments through customs in your resettlement country.

Note: G4 visa holders have 30 days from retirement, resignation, or end-of-contract date to exit the U.S. or switch to a valid visa status.

 

Contact the Bank-Fund Staff Federal Credit Union for clarifications on services such as loans and credit cards.

 

Retirees are eligible for discounts on Bank publications courtesy of the Office of the Publisher:

  • Mail orders: Retirees are eligible for a 30 percent discount, plus postage and handling charges.
  • World Bank Group Directory: Retirees can access the directory by visiting the 1818 Society page.

Last Updated: Sep 08, 2020