General Information
Notice of Intent to Resign
If you decide to leave state employment, a minimum of two weeks, written, advance notice must be given in order to leave in good standing, unless your appointing authority expressly waives this and accepts a shorter notice. You are expected to work each assigned day during that two-week period. Furthermore, use of paid leave cannot be granted beyond the last day you are physically present at work. Leaving in good standing entitles you to consideration for future rehire. You should route your resignation letter through your supervisor or to your assigned HR representative.
Preservation of Public Records
Indiana Code 35-44.1-1 provides, in pertinent part: A public servant who knowingly or intentionally fails to deliver public records and property in the public servant's custody to the public servant's successor in office when that successor qualifies commits official misconduct, a Class D felony.
Public records, in all forms and media, must be retained in accordance with the Records Retention Schedules established by agencies and maintained by the Commission on Public Records. You are prohibited from altering, removing, damaging or destroying any public records, excluding transitory or duplicate emails, during the process of "cleaning out your desk."
- All records related to work performed on behalf of a state agency are the property of the State.
- You may request a copy of your Contacts folder; however, personal files should not be kept on state equipment or premises and may be inaccessible to you upon your separation from employment.
- You must coordinate with assigned legal staff on matters in litigation for which you may have relevant records.
Additional information on public records is available IC 5-14-3-1 et seq. and the State of Indiana Employee Handbook. The state's retention schedules are available at www.in.gov/iara/divisions/records-management/records-retention-schedules.
Post-Employment Restrictions
Post-employment restrictions imposed by the Indiana Ethics Code are available via download. You may also request advice about the specific facts of your situation from the State Ethics Commission or Office of the Inspector General. Visit the IG's website for more information.
Final Paycheck
Employees who leave state employment will receive their final pay as a direct deposit into the most recent bank account(s) on file with AOS or a pay card. (effective July 24, 2019)
Your Mailing Address
All W-2s are mailed through the U.S. Postal Service; therefore, you must review and update your mailing address. Please provide a forwarding address to us if your residence changes prior to receiving these items. Changes should be submitted in writing to your assigned human resources staff.
Please also provide forwarding address(es) whenever you move so long as you are eligible for or receiving retirement benefits or maintain accounts or receive benefits related to a health savings account, flexible spending account, deferred compensation account or retiree health care benefits. Address changes necessary for these benefits must be submitted to the administrator of each benefit. Contact information can be found below in other sections on these topics.
Accrued Leaves
In accordance with the state civil service rules, state employees resigning or retiring in good standing or being laid-off from state service may be compensated for up to 225 hours of accrued but unused and uncompensated vacation leave. That compensation will be in your last paycheck.
Employees who are dismissed forfeit all vacation, sick, and personal leaves.
Employees who have used vacation or holiday time prior to actually accruing such time will have payment for that time deducted from the final paycheck. Employees who are rehired will have accrued but unused and uncompensated sick, vacation, and personal leave balances restored. Employees should verify their leave balances so leave can be efficiently restored in the event of rehire.