Fillable Printable Sample Letter - Disciplinary Suspension Without Pay

Sample Letter - Disciplinary Suspension Without Pay

Date

Employee Name

Address

Dear _______________________:

This letter communicates my decision concerning the recommendation for

disciplinary action due to your unsatisfactory job performance [grossly inefficient

job performance, or unacceptable personal conduct].

1. On (date), you were given a Written Warning for job performance because

your last three bi-weekly fiscal reports were late and contained numerous errors.

The specific performance issues giving rise to the recommendation for

disciplinary action are:

2. Since the Written Warning, you failed to submit a written proposal for the grant

fund tracking system by the established (date) deadline which was included in

the specifications of your assignment for this proposal. The assignment was

given to you four weeks ago. As of today you have not submitted even the outline

of the proposal.

A pre-disciplinary conference was conducted on (date). Present at the

conference were you, me, and (name) from Human Resources Administration. In

response to the concerns listed above, you discussed the activities you had

undertaken to improve your performance, including registering for a

correspondence course in record keeping.

Despite your efforts, your work continues to be late. Based on my review of all

information available, including your comments (or lack of comments) during the

predisciplinary conference, you will be suspended without pay for one work

week, Monday, (date), through Sunday (date). If after your return to work on

Monday, (date), you do not make the necessary job performance improvements

within the next 30 days we will consider further disciplinary action, up to and

including dismissal. This disciplinary action will remain active in your personnel

file until (not to exceed 12 months).

You have the right to appeal this suspension without pay under the University's

Dispute Resolution and Staff Grievance Procedure. A copy of the Procedure is

enclosed. If you have questions about your appeal rights, call Human Resources

Employee Relations Manager at 334-7226.

Sincerely,

(Supervisor's Signature)

c: Dean/Director

Departmental files

Employee Records

Director of Human Resources

*An employee must have at least one active disciplinary action before he/she

can be suspended without pay for unsatisfactory job performance. No prior

discipline is required for grossly inefficient job performance- or conduct-based

disciplinary action. A predisciplinary conference must be conducted prior to an

employee's disciplinary suspension without pay. A draft of a suspension letter

must be approved by the Director of Human Resources (334-7862 or 334-7226)

prior to presentation to the employee. If this disciplinary action is due to grossly

inefficient job performance or personal conduct, modify the letter accordingly.