Employee Separation Checklist

Be sure to contact HR Shared Services to set an appointment to review retirement benefits with an HR Representative three months in advance of your last day. Employees are also encouraged to review our Retiree Benefits Information page before scheduling their appointment.

Employees are expected to provide their supervisor with at least two pay periods notice (two weeks for a non-exempt employee; one month for an exempt employee). It is also expected that employees do not use vacation time as part of the notice period prior to their voluntary separation or retirement date.

Confidential exit interviews are used to gather feedback regarding an employee’s experience within their role, department, and the University. Exit interviews may be requested by contacting your Senior HR Business Partner.

All University property must be returned to your department or facility prior to your last day. This includes ID cards, access cards, University credit cards, keys, borrowed materials, technology and equipment (phones, laptops, monitors, pagers, two-way radios, iPads), uniforms, and any other University-owned property.

Before the last day worked, employees should confirm that their home address and phone number are up to date in MySlice. Accurate information ensures that COBRA materials, conversion notices, tax documents, and benefit statements are delivered correctly.

Parking permits, proxy cards, and service passes must be returned to Parking & Transportation Services on or before the employee’s separation date.

All outstanding travel advances and University credit card reconciliations must be completed before separation. Any funds owed to the University must be repaid before your final day.

Any outstanding debts to the University, such as parking balances, library fees, or other charges, must be paid upon separation.

Upon separation for certain COBRA-qualifying events, COBRA extends the right to continue plan coverage for a specified period to eligible employees and their enrolled dependents at their own expense and at full cost. The COBRA notification will be sent to the permanent home address listed in MySlice within 44 days of your date of separation from the University if you are eligible. COBRA coverage, if elected and paid within the required timeframe, will be effective the first day you are no longer benefits eligible. You may cancel COBRA at any time.

A few important notes about COBRA:

1. You can only continue the plans you were enrolled in on the date of separation from the University. You may not change plans or enroll in new plans.
2. If COBRA is not elected, medical, dental, and vision coverage will cease as of the day of separation.
3. You will have until Apr. 30 of the following year to submit receipts to HealthEquity for reimbursement from your Flexible Spending Account (FSA) for expenses that occurred prior to your separation date.
4. You may be eligible to elect COBRA to continue your health care FSA, if you have unclaimed funds remaining in your account on the day you separate. Choosing to elect COBRA to continue your health care FSA will require you to pay your contributions on an after-tax basis, but it allows you to submit expenses that are incurred after your last day worked. Note: The dependent care FSA may not be continued under COBRA; you may only submit expenses incurred prior to your separation date.
5. In addition to COBRA, there may be other health insurance coverage options for you and your family through the Marketplace. In the Marketplace, you could be eligible for a tax credit that lowers your monthly premiums right away, and you can see what your premium, deductibles, and out-of-pocket costs will be before you make a decision to enroll. Being eligible for COBRA does not limit your eligibility for coverage through the Marketplace. For more information about health insurance options available through the Marketplace, please visit healthcare.gov. Additionally, you may qualify for a special enrollment opportunity for another group health plan for which you are eligible (such as a spouse’s or domestic partner’s plan), even if the plan generally does not accept late enrollees, if you request enrollment within 30 days of your separation date.

If you were enrolled in this benefit as an active employee, you will be mailed paperwork from The Standard offering you the option to convert your coverage to an individual policy. You must apply and pay for conversion within 31 days of your last day.

Conversion options apply only if you were enrolled in this benefit at the time of separation.

MetLife will send you paperwork about converting your life insurance policies to individual whole life policies. To secure this coverage, you must complete the paperwork and submit it with your first premium payment to MetLife by the applicable deadline to bind the coverage (generally, within 31 days of your last day of employment).

If you are retiring: You will continue to receive University-paid coverage at $3,000. To update your beneficiaries, access the MetLife Insurance Beneficiary Form [PDF] and return your completed form to HR Shared Services. We encourage you to review your beneficiaries annually to ensure that your wishes are current.

For additional information, contact MetLife at 877.275.6387.

To continue this coverage, contact Farmers Insurance Group at 315.656.2982. Premiums must be remitted directly to Farmers.

Please consult the  Dependent Tuition Benefit Policy and/or the Remitted Tuition Benefit Policy for complete details regarding how benefits are impacted as a result of a change in employment status or eligibility.

All University and voluntary contributions to your TIAA account will cease as of the date of separation from the University. The account itself remains intact unless you choose to take a distribution or rollover to another qualified plan. You can continue to manage your account through a TIAA representative by calling 855.842.CUSE (2873) or visit tiaa.org/syr. If you have an outstanding loan balance when your employment ends, you must repay it in full within 60 days or it will be deemed a taxable distribution and may be subject to a penalty.

Submit your final timesheet to yor supervisor prior to your last day.

Your final pay will be automatically deposited if you have direct deposit. For other arrangements, contact the Payroll Service Center at 315.443.4042, option 2.

For loan payments, child support, etc., contact your financial institution or appropriate source to make payment arrangements.

To ensure receipt of Form W-2 for income tax purposes, confirm that your home address and phone number are up to date on MySlice before your last day. If you have not received your W-2 by Jan. 31, contact the Payroll Service Center.